Administrative and Communications Assistant

The Central Transportation Planning Staff (CTPS) of the Boston Region Metropolitan Planning Organization (MPO) is seeking an administrative and communications assistant. This organized and capable individual will provide administrative support to the regular meetings of the MPO’s Board and its committees, and assist with the document production of the Certifications Activities Group. Using various types of communication media, this individual also will support the MPO’s commitment to providing the people of the Boston metropolitan area with the information required to understand, follow, and engage in regional transportation planning. This technology-savvy assistant will support an integrated workflow of the MPO’s external e-communications and collaborate closely with our Public Participation Program Manager, Graphics and Editorial staff, and other project managers.

Responsibilities:

• Manages multiple aspects of meeting logistics, including scheduling and reserving meeting rooms, setting up audio/visual equipment (including assistive listening devices), distributing printed materials, setting up signs and displays, administering greeting and sign-in procedures, and related tasks
• Documents the MPO’s meetings by taking notes, facilitating the audio recording, and writing/compiling a record of the board’s discussion and action items in the form of meeting minutes
• Archives files, including meeting agendas, minutes, audio recordings, handouts, and documents, in both paper and electronic formats
• Facilitates the production of documents, including the coordination of printing and translation services
• Oversees an integrated workflow of the MPO’s external e-communications, which include the distribution and generation of various notices and materials via email, website, blog, and Twitter
• Creates and posts/uploads electronic files to the MPO’s website, including updates to the MPO’s meeting calendar
• Manages our email contact database
• Contributes to a team effort by accomplishing other related tasks, problem-solving, and seeking innovations for our workflow
• Conducts other related tasks as directed by the group’s manager

The qualified candidate must have:

• A bachelor’s degree in English, communications, public relations, or a related field
• Excellent writing skills, including the ability to effectively communicate to a variety of audiences consisting of elected and appointed officials, technical staff, and the general public
• Strong organizational and task-management skills
• Ability to work both collaboratively and independently
• Proficiency working with productivity software, including MS Office, Google applications (“apps”), and emerging web-based tools
• Facility with social media and ability to recognize new trends
• Attention to detail and application of quality-assurance procedures to all products and activities
• Interest in graphic and visual communication
• Ability to create and manage electronic databases and maintain efficient filing systems
• Excellent phone and email manner, ability to take messages accurately, and ability to coordinate responses with appropriate staff

General knowledge and/or interest in urban and city planning, transportation, environmental issues, and civic engagement are preferred.

Our office is friendly, diverse, and professional. For more information about us and our work, please visit www.bostonmpo.org. Send your resume and cover letter to Recruitment Director, CTPS, 10 Park Plaza, Suite 2150, Boston, MA 02116, or to recruitment@ctps.org. Salary is contingent upon qualifications; we offer an excellent employee benefits package. All candidates must have legal authorization (citizenship or visa) to work in the United States. The Metropolitan Area Planning Council (MAPC) is CTPS’s fiduciary agent and legally employs its staff. MAPC/CTPS is an EOE/AA employer that takes pride in the diversity of its workforce and encourages all qualified persons to apply.