Job Description

ABOUT THE ROLE:  

The Executive Assistant to the Mayor is the operational backbone of the Mayor’s Office, responsible for managing day-to-day administrative functions and ensuring the office runs efficiently and professionally. Reporting to the Chief of Staff, this role serves as a primary point of contact for constituents and visitors while providing high-level administrative and logistical support to the Mayor and the team.

This position oversees scheduling, office coordination, correspondence, records, and internal workflows, and supports the planning and execution of meetings and events. The Executive Assistant to the Mayor also manages designated constituent cases, maintains tracking systems, and handles administrative tasks such as expense processing, mail, supplies, and office logistics. Success in this role requires exceptional organization, discretion, strong customer service skills, and the ability to manage multiple priorities in a fast-paced public-facing environment.

ESSENTIAL DUTIES & RESPONSIBILITIES: 

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. 

• Serve as the first point of contact for constituents and visitors, providing professional and responsive customer service, forwarding communications, redirecting questions, answering some.

• Coordinate and manage office logistics, including the Office’s cloud drive, supplies, mail, expenses, and records.

• Manage scheduling for the Mayor and staff, including meetings and events.

• Maintain constituent case logs and manage assigned constituent cases.

• Draft and submit resolutions, proclamations, and correspondence.

• Support meetings and events by managing setup, breakdown, and logistics.

• Provide administrative support for communications and outreach activities, including scheduling events, maintaining contact lists, tracking deadlines, and distributing approved materials.

• Input, track, and retrieve information using office systems and databases.

• Represent and staff the Mayor at select events as needed.

• Perform other duties as assigned by the Mayor or Chief of Staff.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.       

MINIMUM QUALIFICATIONS: 
 
Education and Experience: 

Bachelor’s degree and 2-3 years of professional experience in an administrative, executive support, or office management role; demonstrated experience supporting senior leaders, including managing complex calendars, meetings, and workflows; or any equivalent combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential duties of the job.  

Knowledge, Skills, and Abilities: 

• Excellent organizational skills; able to prioritize competing responsibilities and multitask effectively.

• Ability to maintain confidentiality as required.

• Highly adaptable with demonstrated sensitivity to working with diverse populations.

• Proficiency in Microsoft Office Suite; experience with Smartsheet or similar systems preferred.

• Familiarity with the Cambridge community or municipal government preferred.

• Cambridge is a diverse city representing many languages and cultures; multilingual proficiency is preferred

The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies. 
 

PROFESSIONAL QUALITIES:

All team members in the Mayor’s Office are expected to demonstrate:

• Strong work ethic and ownership: Takes pride in work, approaches tasks proactively, and enjoys meaningful work.

• Team orientation and positivity: Collaborates seamlessly, brings optimism and good humor to the workplace.

• Communication and attention to detail: Communicates clearly, both verbally and in writing, and ensures accuracy in all tasks.

• Adaptability and multitasking: Manages competing priorities effectively while maintaining focus and quality.

• Commitment to values: Upholds the Office’s principles, including equity, service, and inclusivity, cultural competency.

WORK ENVIRONMENT: Work is conducted primarily in a standard office environment which includes fluorescent lighting, air conditioning, computers, and other standard office equipment, The position is 100% in-office. Remote work is not available.

PHYSICAL DEMANDS:  Work requires the ability to access, input, and retrieve information from a computer. Ability to read and analyze large quantities of information. Ability to travel back and forth from office locations.  

OF BENEFITS: 

• Competitive health, dental, and vision insurance.

• Vacation and Sick leave eligible.

• Paid Parental Leave.

• Sick Incentive Pay Eligible.

• 3 Personal days.

• 14 Paid Holidays.

• Management Allowance, $2,700/year.

• City employee commuter benefits (T-Pass reimbursement Bluebikes membership, EZRide Shuttle membership)

REQUIRED DOCUMENTS:

Please upload the following documents to complete your application:

• Resume

• Cover Letter