Executive Assistant to the Commissioner

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 plays a vital role in the Department of Transitional Assistance (DTA), providing essential support to the Commissioner's Office. This position requires a resourceful and proactive individual who can thrive in a fast-paced environment, manage complex schedules, and communicate effectively. The Executive Assistant will collaborate closely with various stakeholders, ensuring the smooth operation of the Commissioner's office and contributing to the department's overall effectiveness.

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 ensuring deliverables are received timely.
• Review, prioritize, distribute, and respond to written correspondence and phone calls on behalf of the Commissioner.
• Manage DTA staff travel requests and the approval process.
• Receive, catalog, and handle written correspondence, coordinating responses as appropriate.
• Answer incoming calls professionally and take messages or direct them as needed.
• 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.
• Maintain comprehensive and accurate records for correspondence and official documents.
• Coordinate formal signatures for agency documentation.
• 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 the types and uses of agency forms.
• Knowledge of laws, rules, regulations, and policies governing assigned unit activities.
• Knowledge of the organizational structure and functions of the agency.

Benefits

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