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 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, collaborative, and proactive individual who thrives in a fast-paced environment. The Executive Assistant will manage the Commissioner's schedule, coordinate meetings, and handle correspondence, ensuring that the Commissioner's agenda is effectively accomplished. This role is significant in providing functional support that directly impacts the department's day-to-day operations, making it ideal for candidates seeking a high level of responsibility.

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 and briefing needs are known.
• Collaborate and liaise with staff to prepare for meetings, develop briefings, and ensure the Commissioner's agenda is effectively accomplished.
• Assist with interpreting the Commissioner's expectations and reinforcing direction as needed.
• Review, prioritize, distribute, and respond to written correspondence, phone calls, and staff, communicating on behalf of the Commissioner as appropriate.
• Manage all DTA staff travel requests review and approval process, including in-state and out-of-state travel.
• Receive, catalog, and handle written correspondence, coordinating responses as appropriate.
• Answer incoming calls professionally and take messages or direct them to the appropriate locations.
• Manage supply needs for the Commissioner and his office, including official letterhead, business cards, and technology needs.
• Act as the liaison for the Commissioner with the Executive Office of Health and Human Services (EOHHS) Secretary's Office on administrative requests and demands.
• Compile and deliver weekly in advance reports.
• Track, monitor, and follow up on projects and deliverables and assist with special projects.
• Maintain comprehensive and accurate records for items including correspondence and official documents.
• Coordinate formal signature for sign-off on official agency documentation.
• Advise the Chief of Staff in deciding administrative support operations policy and systems issues.
• Assist in administrative support for the leadership of operations, local operations, policy, and quality handling.
• Schedule and organize large meetings, staff gatherings, social events, and agency-wide donation drives.
• Hold and distribute 'guest' access badges for main agency administrative 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 capability to analyze and determine the applicability of data.
• Attention to detail and highly organized.
• Ability to exercise sound judgment and discretion when handling confidential information.
• Ability to establish and maintain harmonious working relationships and deal tactfully with coworkers and external individuals.
• Ability to work remotely while maintaining productivity, accuracy, 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 the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines 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.