FRAMINGHAM – Newly-elected Framingham mayor-elect Yvonne Spicer is advertising for an “executive assistant.”
The Monday through Friday 8:30 a.m. to 5 p.m. position, is advertised with a salary between “$53,627 – $69,371.”
The executive assistant “serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Mayor. This role provides complex, highly-visible administrative support for the Mayor and is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control; performs all other related work as required.”
Spicer was elected in November. She will be sworn in at an inauuguration on January 1 at noon, per the Framingham Charter. Her salary is about $187,000 a year.
The executive assistant “acts as a ‘barometer,’ having asense of the issues taking place in the operating environment and keeping the Mayor updated.”
The assistant also “relieves the Mayor of a variety of administrative tasks, including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.”
The assistant also “coordinates and communicates with the senior management team and various departments on behalf of the Mayor to execute day-to-day operations, as well as critical business events and projects.
Framingham’s Director of Human Resources Dolores Hamilton said Thursday, applications will be accepted for 30 days, from when the position was posted.
The job description, which was posted on the Town of Framingham’s website, states 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.
Coordinates administrative responsibilities across a large, complex organizational structure on behalf of the Mayor.
Provides hands-on, high-level and detail-oriented administrative support to the office of the Mayor.
Relieves the Mayor of a variety of administrative tasks, including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing
correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Plans, coordinates and ensures the Mayor’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, managing direct access to the Mayor’s time and office.
Assists the Mayor with special projects as necessary.
Coordinates and communicates with the senior management team and various departments on behalf of the Mayor to execute day-to-day operations, as well as critical business events and projects.
Independently initiates communications with internal and external clients as needed to achieve deliverables.
Provides a bridge for smooth communication between the Mayor’s office and other departments; demonstrating leadership to maintain credibility, trust and support with senior
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Mayor, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Works closely and effectively with the Mayor to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having asense of the issues taking place in the operating environment and keeping the Mayor updated.
Completes critical aspects of deliverables with a hands-on approach including the development of presentations, drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Mayor’s ability to effectively lead.
Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Responsible for organizing and hosting meetings, including: semi-monthly Division Head meetings and other recurring project meetings; using project management skills; developing agendas, and working with Division Heads to create meeting content and track deliverables.
Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in
Reviews, researches and summarizes a variety of information and data, including report preparation for presentation.
Contributes to team effort by collaborating with other staff as necessary.
Performs similar or related work as required, directed or as situation dictates.
The minimum qualification for the executive assistant is:
Bachelor’s Degree in Business Administration or similar; seven to ten (7-10) years of progressive Administrative experience or related field preferred; experience working with upper-level management, experience working with the public and responding to customer service requests or any equivalent combination of education and experience. Notary Public preferred.
Knowledge: Advanced knowledge of the municipal administration process, advanced knowledge of the functions of municipal government, advanced understanding of the interaction between local government, state government, and federal government, basic working knowledge of business administration, practices, general office procedures, and applicable local, state, and federal laws.
Ability: Ability to lead, plan, organize and collaborate with others, ability to communicate effectively, ability to establish and maintain effective working relationships with all town
employees, board/committee members, officials and the general public, ability to recognize townwide priorities and work cooperatively to support their accomplishment, ability to prioritize multiple tasks and deal effectively with interruptions, often under considerable time pressure, ability to operate a computer and proficient in the use of MS Office applications and database applications.
Skills: Excellent customer service and organization skills, excellent written and verbal communication skills, excellent computer skills including MS Office applications, Skill in the use of the above mentioned equipment
Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position is frequently required to sit, communicate, or hear; occasionally required to walk; must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 10 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.
Supervision Scope: Performs various duties of a routine to complex nature following acceptable standards of quality and performance, requires independent judgment in determining methods of completion and carrying out assignments.
Supervision Received: Works under the supervision of the Mayor.
Supervision Given: None.
Work is performed under typical office conditions; work environment is moderately noisy.
Operates an automobile, computer, calculator, telephone, copier, facsimile machine, and other standard office equipment.
Interacts with other town departments, town businesses, the general public, and town officials.
Has access to department-related highly confidential and/or sensitive information including financial records, the disclosure of which would cause a significant breach of trust and seriously damage the reputation of the department.
Errors in judgment could result in department errors, lower standards of service to the community, monetary loss or legal repercussions and possible negative public relations for
both the department and the town.