Chief of Staff and Manager of Operations

State of Massachusetts - Boston, MA

Part-time - Mid Level

Remote - Boston, MA

Executive, Legislative, and Other General Government Support

About the position

The Chief of Staff and Manager of Operations at the Office of Consumer Affairs and Business Regulation (OCABR) plays a crucial role in supporting the agency's mission to protect and empower Massachusetts consumers through education and advocacy. This position involves high-level operational support, managing day-to-day duties, and serving as the primary point of contact for visitors. The role requires excellent organizational skills, the ability to manage multiple tasks, and effective communication with both internal and external stakeholders.

Responsibilities

• Manage the day-to-day operational duties of the Office of Consumer Affairs and Business Regulation.
• Ensure positive working relationships with internal and external parties when responding to inquiries.
• Receive, welcome, and acclimate all visitors/guests to the Office.
• Represent OCABR as the building liaison and coordinate with Building Management on all visitors/guests.
• Submit requests for vendor access to Building Management.
• Receive, open, sort, distribute, scan, save, and email daily mail.
• Utilize the Commonwealth's procurement system to place and monitor orders for equipment and supplies required by the Undersecretary/Director's Office.
• Provision surplus property through state procedure by coordinating with OCABR/EOED Fiscal.
• Manage and maintain the audio-visual and printing needs of the office.
• Maintain OCABR assigned parking list and update it when appropriate.
• Maintain, organize, and clean general office areas, e.g., kitchen, conference rooms, printing and supply rooms.
• Coordinate with OCABR colleagues on any space or facility-related issues.
• Develop systems and processes for successfully managing and completing the office management work and document those processes.
• Provide overall professional support to the office and actively perform administrative tasks as directed.
• Manage calendars/schedules and assist with scheduling for Undersecretary and Deputy Undersecretary.
• Arrange and ensure coordination of all meetings/events for the Undersecretary & Deputy Undersecretary with internal and external parties.
• Responsible for hybrid meeting preparation including virtual meeting set-up and coordination.
• Provide daily office phone coverage and respond to inquiries in a courteous manner.
• Process travel reimbursements as needed for the Undersecretary, Deputy Undersecretary, and OCABR Agency heads.
• Provide new employees onboarding assistance as needed by coordinating with EOED HR.
• Ensure successful completion of staff offboarding by coordinating with EOED HR.

Requirements

• Five (5) years of full-time or equivalent part-time professional experience in business administration, business management, public administration, or related fields.
• Strong oral and written communication skills.
• Excellent organizational and planning skills with attention to detail.
• Excellent time management skills with proven ability to manage multiple tasks simultaneously and meet tight deadlines.
• Ability to function in a high-paced and sometimes stressful environment.
• Proficient in Microsoft Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience using the Commonwealth's Procurement System (CommBuys) is a plus.
• Ability to exercise sound judgment and maintain confidentiality.

Nice-to-haves

• Experience in handling confidential information and exercising discretion.
• Ability to establish rapport and maintain harmonious working relationships with others.
• Experience with office or facility-management activities.
• Curious to learn new topics and ability to learn quickly.
• Highly motivated, eager to learn, and quick on your feet.

Benefits

• Comprehensive employee benefits package including health insurance, retirement plans, and paid time off.