Executive Affairs Officer

Commonwealth of Massachusetts•Boston, MA

About The Position

The primary mission of the Executive Affairs Officer is to promote the work of the Office of the State Auditor (OSA) by directly supporting the Auditor as they engage with stakeholders and constituents. This role engages with state and local government offices, business groups, community organizations, and individual members of the public to coordinate meetings and respond to inquiries. The main function of this position is to act as the primary staff member at meetings and events present to assist the Auditor, as well as creating, editing, and managing content for all social media accounts. This can also include coordination of constituent services, meeting facilitation, and event planning. Flexibility in this role is necessary in order to assist in day-to-day functions and prepare efficiently for meetings, events, press conferences, etc. This position includes non-typical hours, including most weekends.

Requirements

Applicants should have at least one to three years of full-time, or equivalent part-time, experience in office management, business administration, or business management, or any equivalent combination of the required experience and the substitutions below; I. A Bachelor’s degree with a major in business administration, business management, or public administration may be substituted for a maximum of three years of the required experience. II. A Bachelor’s or higher degree with a major other than in business administration, business management, or public administration may be substituted for a maximum of two years of the required work experience.
Strong organizational skills and professionalism in an office setting.
Proficiency in social media platforms, including Facebook, Instagram, LinkedIn, and Twitter.
Knowledge of types and use of general office equipment.
Proficient computer skills and thorough knowledge of computer applications such as Excel, Word, Access and Outlook, as well as E-mail and Internet use.
Demonstrated ability to interact effectively with others.
Strong interpersonal skills; verbal and written communication skills.
Demonstrated telephone communication skills.
Ability to work independently and use judgment in making administrative decisions.
Ability to prioritize tasks and manage multiple priorities effectively.
Ability to maintain high level of confidentiality.
Ability to follow written and oral instructions.
Ability to maintain accurate records.
Temperament to communicate with a variety of personalities in a tactful, pleasant and professional manner.
Ability to work efficiently within time constraints and deadlines.
Ability to work extended hours and weekend days required.

Nice To Haves

Knowledge of state government organization and structure.

Responsibilities

Primary staff member for the Auditor at meetings and events in and outside of the State House ensures they are equipped with all the materials necessary to execute a successful interaction.
Draft briefing memos and materials in advance of the pertinent event or meeting.
Assist the Director of Operations in event planning.
Assist the Auditor in scheduling of meetings.
Development of social media content and graphics that are engaging and informative.
Gather and coordinate materials for use at external events (DLM related projects and promotional materials).
Take photos and/or videos of events and meetings.
Edit photos, videos, and captions from all staff for the Auditor to review.
Post content to OSA social media accounts.
Collect and distribute daily news clips
Coordinate invitations, agendas, handouts, and related logistics.
Assist and support the OSA Executive team by performing a variety of duties which include, but are not limited to the following: i. Acting as a liaison with various agencies and other stakeholders ii. Working with supervisor, draft responses to inquiries in order to provide information concerning OSA activities iii. Answer, screen, and return messages through OSA social media platforms. iv. Compose letters and review documents for completeness, content, and compliance v. Working with supervisor, draft responses to inquiries in order to provide information concerning OSA activities
Act as a liaison for constituents and other individuals when they visit the Auditor’s office.
Assist in preparing outgoing mail and correspondence including e-mail and faxes as needed.
Coordinate delivery and pick up of mail to the Auditor’s office.
Familiarity with the principles and techniques of office practices and procedures.
Meet deadlines set by the Auditor and Director of Operations.
Meet attendance requirements as established by the office.
Maintain a good working relationship with the Auditor, fellow staff and constituents.
Serve as driver to the Auditor when needed.
Perform other duties as assigned.