Executive Assistant / Program Coordinator

About the position

The Massachusetts Gaming Commission (MGC) seeks to hire an Executive Assistant/Program Coordinator in the Investigations and Enforcement Bureau (IEB). Reporting to the Director of IEB, this position will be responsible for high-level administrative support of the IEB. This includes responding to emails and calls, coordinating meetings, compiling meeting materials, and working closely with the Gaming Enforcement Unit (GEU) Program Coordinator (PC) to support the Bureau. The role requires advanced organizational skills, attention to detail, discretion, and a dedication to excellence.

Responsibilities

• Schedule meetings and compile and distribute meeting materials on behalf of the IEB or Director of IEB
• Draft letters and emails on behalf of the Director of IEB and other office personnel; proofread materials
• Monitor and organize multiple e-mail inboxes as well as incoming faxes
• Create and maintain electronic and physical filing systems, including data entry and spreadsheet updates
• Maintain the archive filing system for all paper documents
• Assist with in-state travel and out-of-state arrangements for property visits, meetings, and conferences; reserve state vehicle; prepare documentation and expense reports as necessary
• Maintain inventory of supplies for the IEB and place orders for goods and services for IEB and GEU personnel through appropriate channels
• Coordinate purchases and procurements with the MGC Finance team
• Ensure the operation of IEB office equipment by arranging for repairs and maintenance through appropriate channels
• Arrange for visitors to IEB utilizing the Building Engines security software and reserve conference rooms for IEB and GEU personnel
• Assist the GEU Program Coordinator with the onboarding of new GEU personnel by facilitating the completion of required paperwork
• Maintain contact lists and personnel rosters for the GEU PC
• Scan fingerprint cards for the GEU PC via the Livescan machine
• Run credit reports and organize background application paperwork for the GEU PC
• Uploading miscellaneous documents across electronic databases, including the MGC's SharePoint platform
• Printing, copying, scanning, and faxing of hard copy files and materials
• Attend meetings and take accurate minutes
• Answer phone calls to assist with inquiries
• Coordinate all incoming and outgoing IEB mail, packages, and deliveries, including FedEx and UPS packages
• Act as liaison between the IEB/GEU and other professionals in the office
• Perform additional duties as assigned by the Director of IEB.

Requirements

• Detail-oriented with excellent organizational and time management skills; able to complete time-sensitive tasks and projects with little or no guidance
• Strong verbal and written communication skills
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat Pro, as well as a willingness to learn and use other software
• Exercises professionalism in dealing with diverse groups of people
• Proactive in identifying issues and potential solutions
• Able to maintain confidentiality and handle sensitive information
• Able to work independently as well as part of a team

Nice-to-haves

• Experience working in Massachusetts state government

Benefits

• Hybrid work environment
• MA State Retirement Plan (pension)
• 9000 sq. foot on-site fitness center
• Tuition Remission for yourself and your spouse to MA Community Colleges and State Universities
• Medical, dental, vision, life, and disability insurance
• Deferred compensation 457(b) plan
• Flexible spending for healthcare, daycare, and transportation
• 15 vacation days to start
• 12 paid holidays
• Three personal days
• 15 sick days per year