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The Senior Executive Administrative Assistant manages the front office of the Mayor of the City of Somerville. This is a supervisory administrative support position. The Senior Executive Administrative Assistant is a highly confidential position, with a central, proactive role in anticipating and solving problems and streamlining office operations. The position requires exemplary customer service and diplomacy in all interactions with internal and external stakeholders on behalf of the Mayor. Essential Functions The essential functions or duties listed below are intended only as illustrations of the various type 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. Supervises the Executive Administrative Assistant in the efficient operations of the Mayor?s Office, and ensures that all administrative staff are fully cross-trained in office policy and procedures Point person for coordination and assignment of all office workflow, including schedules, meetings, and events? Manages and updates calendars and appointments for the Mayor; may coordinate for other executive staff as requested? Answers the Mayor?s Office telephone and checks voice mail; opens, sorts, triages and replies to email and paper correspondence; coordinates with other City departments to respond to constituent concerns in appropriate timeframe? Greets scheduled visitors and guides them to appropriate location? Assists public with inquiries; connects them with City staff and follows up as necessary? Assists with decision-making processes and provides support to administrative staff? Plans, prepares and hosts events for the Mayor?s Office, ranging from holiday and cultural celebrations to important receptions and ceremonies; proactively coordinates with City Departments and outside groups to ensure smooth event booking, communications and flow; receives and integrates public feedback for future events Creates and maintains all manual and digital office filing systems; serves as Custodian of Records for the Mayor?s Office? Works with the Chief of Staff to create and manage the Executive Administration budget, generate spreadsheets, presentations, and other reports Coordinates all accounts payable and payroll functions for Mayor?s Office: point person for vendor research and contract entry with City?s Procurement and Contracting Services Department; generates purchase orders, reviews invoices for appropriate documentation and enters bill rolls for payment; prepares Mayor?s Office weekly payroll for review Vets and prepares documentation for Mayor?s signature? Coordinates travel arrangements for Executive staff Manages calendars and appointments for City meeting rooms in collaboration with other departments? Responsible for all Mayor?s office operational functions, including equipment maintenance and organization of copy areas, kitchen, and supply rooms? Maintains and organizes office supply stock; monitors inventory and initiates reorders Performs other special projects and duties as required. Recommended Minimum Qualifications: Education and Experience: Bachelor?s Degree and/or five to seven (5-7) years of related executive office administrative and supervisory experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.