Executive Assistant to the Commissioner's Office

State of Massachusetts•Boston, MA

48d

About The Position

The Department of Children and Families (DCF) is seeking a mission-driven individual with exceptional administrative skills and a proven track record of providing high-level executive support to fill the role of Executive Assistant to the Commissioner. Reporting to the Deputy Chief of Staff, the selected candidate will support the Office of the Commissioner and members of the agency's senior leadership team, possessing well-developed organizational and communication skills, as well as the ability to assist with managing a demanding calendar of appointments for the Commissioner. The Executive Assistant is required to exercise discretion and maintain confidentiality while working on highly sensitive matters in a fast-paced environment. The candidate will carry out daily administrative tasks outlined in the description below. The ideal candidate for this position is detail-oriented, highly proficient with technology, enjoys collaboration, and is efficient independently as well as in a team environment. The Executive Assistant position is integral to the day-to-day operations of the offices of the Commissioner and will be a point of contact for the Executive Team, internal, and external stakeholders.

Requirements

Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.
A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
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 one year of the required experience.

Nice To Haves

At least 3 years' experience as an Executive Assistant with experience supporting senior executives in a dynamic environment.
Excellent organizational and interpersonal skills with strong technical capabilities, problem-solving aptitude, and the capacity to thrive in a demanding workplace.
Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, SharePoint, and other technology critical for web communication (e.g., Zoom, and Teams).
Ability to handle stressful situations in a sensitive, respectful, discreet, and professional manner.
Ability to exercise discretion while handling confidential and sensitive information.

Responsibilities

Support the coordination of office budget activities, including payment of invoices, ordering supplies, processing of travel expenses, assisting with procurements, and assisting with contract renewals
Reserve meeting space and assist the Executive Support Manager in managing the Commissioner's calendar
Review job applicants, schedule interviews, coordinate onboarding and offboarding functions, provide on-the-job training support, as needed
Manage and distribute time-sensitive correspondence, interface with mailroom staff, and assist with updating and managing shared files on SharePoint
Work with the Executive Support Manager to ensure key deadlines are met, perform additional duties assigned by the Deputy Chief of Staff on ad hoc projects, event planning, and interdepartmental initiatives

Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

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