Executive Assistant

State of Massachusetts • Westfield, MA

429d

About The Position

The Executive Assistant to the Bureau Director at the Massachusetts Department of Public Health (DPH) plays a crucial role in enhancing administrative efficiency and facilitating communication among Senior Leadership, support teams, and external stakeholders. This position is integral to supporting high-level operations and workforce development initiatives within a healthcare environment, managing sensitive information, and ensuring the successful completion of cross-hospital projects. The Executive Assistant will engage with senior decision-makers and contribute to public health initiatives, providing essential coordination, research, and analytical support to advance the Bureau's mission.

Requirements

• Demonstrated ability to adapt to changing situations, meet emergencies, and address evolving program requirements.
• Proficient in gathering, analyzing, and assembling information in accordance with established procedures and guidelines.
• Skilled in maintaining confidentiality and exercising sound judgment when handling sensitive information.
• Strong written and verbal communication skills, including the ability to write concisely, present ideas logically, and provide clear instructions.
• Adept at understanding, explaining, and applying relevant laws, regulations, policies, and procedures.
• Experienced in preparing and utilizing charts, graphs, tables, and reports to convey information effectively.
• Exceptional organizational skills, including the ability to maintain accurate records and follow written and verbal instructions.
• Proven ability to analyze data, draw conclusions, and make informed recommendations based on findings.
• Knowledgeable in work simplification methods and efficient administrative practices.
• Skilled in building rapport and dealing tactfully with diverse individuals to foster effective communication and collaboration.

Nice To Haves

• Comprehensive knowledge of Public Health Hospitals Governing Board bylaws, state agencies, and available resources.
• Familiarity with state procedures for purchasing and requisitioning supplies, equipment, and other administrative functions.
• Understanding of the organizational structure, functions, and budgetary procedures of state agencies, including personnel services and salary management.
• In-depth knowledge of laws, rules, and regulations governing the state personnel system.

Responsibilities

• Provide comprehensive executive administrative support to the Bureau Director and staff, facilitating seamless communication and coordination across multiple teams and external agencies.
• Act as a liaison between the Bureau Director, Senior Leadership, and various stakeholders by delivering critical information, drafting responses, following up on assignments, and ensuring timely project completion.
• Conduct research, compile and analyze data, prepare detailed reports, and develop recommendations and presentations for the Bureau Director or designee.
• Attend meetings, document minutes, prepare reports, and manage confidential records related to sensitive matters, such as personnel issues, disciplinary actions, and organizational changes.
• Assist in workforce development and Reduction in Force processes by organizing and maintaining comprehensive tracking systems and providing analytical support.
• Offer backup administrative support to Executive Office Managers during confidential meetings, ensuring accurate record-keeping and follow-through on decisions.
• Develop, proofread, and maintain professional documents, including reports, presentations, policies, and forms, while managing electronic communication systems to improve efficiency.
• Coordinate logistics for meetings and events, including legislative visits, tours, and high-profile engagements for the Bureau and Senior Leadership.
• Serve as the Travel Liaison for the Bureau, managing travel logistics, expense tracking, and reimbursement processes for in-state and out-of-state travel.
• Partner with senior leadership to create and implement procedures, program evaluations, and guidelines to achieve agency objectives while contributing to special projects and strategic initiatives.

Benefits

• Comprehensive benefits package governed by the Commonwealth's 'Red Book'.
• Dental and vision benefits through the Group Insurance Commission.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: Bachelor's degree