ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT
EXECUTIVE OFFICE OF CITY MANAGER
CITY OF WORCESTER

The City of Worcester is seeking qualified applicants for the position of Administrative Assistant for the Executive Office of the City Manager. Under the direction of the Chief of Staff, the Administrative Assistant provides administrative and operational support to the City Manager (CM) and the leadership team of the Executive Office of the City Manager. The position is critical in ensuring the efficient and effective functioning of the City Manager's Office by managing complex scheduling demands, maintaining confidential records, preparing correspondence, and coordinating internal and external communications.

Bilingual and multilingual applicants are encouraged to apply.

ESSENTIAL ELEMENTS:

• Manage CM and leadership team calendars, including frequent adjustments, prioritization of engagements, scheduling and confirming all internal and external meetings, conference calls, and public events.
• Prepare and gather meeting materials including all supporting documentation and ensure all relevant information is compiled and prepared in advance.
• Manage meeting and event logistics such as scheduling, virtual meeting setups, room reservation, attendee coordination, and catering.
• Coordinate travel arrangements, conference bookings and registration for events.
• Track and maintain the CM's employment contract to ensure compliance with terms, key dates, and other obligations.
• Work with our service providers for the maintenance and service of city-issued vehicles.
• Monitor the CM's inbox, flag urgent matters, coordinate responses, and draft communications as directed. Ensure timely follow-up and delegation of inquiries where appropriate.
• Maintain incoming and outgoing mail.
• Maintain office files including confidential personnel files.
• Ensure documents requiring signatures from the CM's office are circulated, signed and tracked accordingly.
• Serve as backup to the front office, including answering telephones, greeting visitors, processing payroll and billing, and providing general administrative support.
• Provide customer service for incoming constituents and business concerns.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent interpersonal and organizational skills.
• Ability to interact professionally, respectfully, and effectively with both colleagues and constituents, fostering a positive and inclusive work environment.
• Knowledge of Microsoft Office Suite.
• Ability to communicate effectively (verbally, graphically, and in writing) with diverse audiences.
• Ability to multi-task and prioritize in a fast-paced work environment; ability to meet strict deadlines.
• Ability to maintain professional demeanor and calm composure under deadline pressures and in sensitive or stressful situations.
• Ability to use initiative and independent judgment within established guidelines and procedures.
• Ability to maintain confidentiality and manage sensitive information with superior judgment and discretion.
• Detail oriented with a high degree of accuracy.
• Ability to maintain a positive, problem-solving attitude.
• Ability to explain policies and services to the general public.
• Ability to keep accurate records.
• Ability to use a high degree of judgment and discretion.
• Ability to serve as a backup to the front office in the event of absence.
• Valid driver's license and access to reliable transportation.
• Regular on-site attendance is required.

MINIMUM REQUIREMENTS:

• Associates Degree in Business, Public Administration, Liberal Arts, Communications or related discipline.
• Two (2) years of related work experience; OR;
  
  
  
  • Any equivalent combination of education, training and four (4) years of experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
  
  
  
  
• Proficient with computers, including proficiency in Microsoft Office Suite
• Excellent written and verbal communication skills

PREFERRED QUALIFICATIONS:

• Bachelor's Degree in Business, Public Administration, Liberal Arts, Communication or related field
• Four (4) years of customer service experience in an office setting
• Four (4) years of administrative experience in an office setting
• Two (2) years of experience with calendar management
• Experience working in public sector office setting

SALARY RANGE: $65,181 - $85,301 annually, full-time, exempt, with an excellent benefits package.

To apply, please visit: www.worcesterma.gov/employment or send resume and cover letter to: City of Worcester, 455 Main Street, Room 109, Worcester, MA 01608. OPEN UNTIL FILLED, applications received prior to or on FRIDAY, SEPTEMBER 5, 2025, will receive preference. Preference is given to Worcester residents. The City of Worcester is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply. Direct inquiries to: City Hall, Human Resources, Room 109, 508-799-1030, Hiring@worcesterma.gov.