Executive Assistant to the Commisioner

State of Massachusetts - Boston, MA

Full-time - Entry Level

Boston, MA

Executive, Legislative, and Other General Government Support

About the position

The Executive Assistant to the Commissioner at the Department of Transitional Assistance (DTA) plays a crucial role in supporting the operations of the Commissioner's Office. This position requires a resourceful and proactive individual who thrives in a fast-paced environment, possesses exceptional communication skills, and can handle critical information with discretion. The Executive Assistant will coordinate the Commissioner's schedule, manage correspondence, and collaborate with various stakeholders to ensure the effective execution of the Commissioner's agenda.

Responsibilities

• Coordinate, plan, handle, and direct the Commissioner's office schedule.
• Manage and organize the schedule and briefing needs for the Commissioner and Senior Executive Team members.
• Hold regular meetings to prepare for upcoming meetings, events, and activities to ensure calendar alignment.
• Collaborate and liaise with staff to prepare for meetings and develop briefings.
• Assist with interpreting the Commissioner's expectations and reinforcing direction as needed.
• Review, prioritize, distribute, and respond to written correspondence and phone calls on behalf of the Commissioner.
• Manage DTA staff travel requests, ensuring complete paperwork and shepherding through the approval process.
• Receive, catalog, and handle written correspondence, coordinating responses as appropriate.
• Answer incoming calls professionally and take messages or direct them appropriately.
• Manage supply needs for the Commissioner and his office.
• Act as the liaison for the Commissioner with the EOHHS Secretary's Office on administrative requests.
• Compile and deliver weekly reports in advance.
• Track, monitor, and follow up on projects and deliverables, assisting with special projects.
• Maintain comprehensive and accurate records for correspondence and official documents.
• Coordinate formal signatures for agency documentation, ensuring proper vetting.
• Advise the Chief of Staff on administrative support operations policy and systems issues.
• Assist in administrative support for leadership operations and policy handling.
• Schedule and organize large meetings, staff gatherings, and agency-wide events.
• Hold and distribute guest access badges for agency offices.

Requirements

• Excellent written and verbal communication skills.
• Expert user of Microsoft Office Suite (Word, PowerPoint, Excel, Outlook).
• Proficiency with database, spreadsheet, and calendar management.
• Knowledge of general report writing methods and data analysis.
• Attention to detail and highly organized.
• Ability to exercise sound judgment and discretion with confidential information.
• Ability to establish and maintain harmonious working relationships.
• Ability to work remotely while maintaining productivity and accountability.
• Ability to coordinate the efforts of others in accomplishing assigned work objectives.

Nice-to-haves

• Knowledge of agency forms and their uses.
• Knowledge of laws, rules, regulations, and policies governing unit activities.
• Knowledge of the organizational structure and functions of the agency.

Benefits

• Comprehensive employee benefits package
• Support for work-life balance
• Opportunities for professional development