Administrative Assistant II

Commonwealth of Massachusetts•Boston, MA

15d•Onsite

About The Position

The Administrative Assistant II provides professional front desk and administrative support to the Massachusetts Department of Transportation Executive Office. Under general supervision, the incumbent serves as a primary point of contact for visitors, employees, agency leadership, and external stakeholders, ensuring a welcoming, professional, and efficient front-office environment. The incumbent must exercise a high degree of professionalism, discretion, organization, customer service, and attention to detail when interacting with agency leadership, employees, external stakeholders, and the public. This position is 100% in office and has no remote work flexibility.

Requirements

At least (A) 3 years of full-time, or equivalent part-time, experience in office mgmt., office administration, business administration or business mgmt., the major duties of which included one or more of the following functions: purchasing, personnel mgmt., budgeting, accounting, records mgmt., work simplification, grants management, contract administration or program management or (B) any equivalent combination of the required experience and the substitutions below.
I. An Associate‘s or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.
II. An Associate‘s of higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Nice To Haves

Executive calendar management, high volume call management, document preparation for c-suite level.

Responsibilities

Serves as the primary point of contact for employees, visitors, customers, vendors, and external stakeholders, providing professional, courteous, and responsive customer service.
Greets and assists visitors, provides appropriate access and direction, and maintains a professional and welcoming front-office environment.
Manages incoming telephone calls, emails, priority communications, correspondence, and general inquiries; responds to requests and directs matters to the appropriate staff or office.
Reviews, analyzes, compiles data and prepares reports for the executive office.
Provides on-the-job training and orientation for employees.
Provide supervision and direction to employees.
Oversees and coordinates the activities of subordinates in connection with the preparation and implementation of reports, communications and documents.
Handles sensitive and confidential information with appropriate discretion and maintains confidentiality in accordance with agency requirements.
Coordinates calendars, meetings, appointments, conferences, and other office activities, including scheduling, preparing meeting materials, and maintaining accurate schedules.
Coordinates office supplies, equipment, and general office needs; monitors inventory and initiates replenishment requests as needed.
Receives, sorts, distributes, and processes incoming and outgoing mail, packages, deliveries, and other materials.
Maintains organized electronic and physical files and ensures records and documents are properly stored and accessible.
Maintains calendars, tracking logs, spreadsheets, databases, visitor information, and other administrative tracking tools to support efficient office operations.
Identifies administrative issues and takes appropriate action to resolve them or refers more complex matters to the appropriate supervisor or staff member.
Assists with general administrative and operational activities in support of the Secretary's Suite and General Services functions, as assigned.
Performs other related duties as assigned.