Executive Assistant to the DCF Commissioner

Commonwealth of Massachusetts • Boston, MA

11h

About The Position

The Department of Children and Families (DCF) is seeking a highly skilled professional to serve as the Executive Assistant to the Commissioner. This critical role requires a seasoned administrative expert with exceptional judgment, strong executive presence, and a demonstrated ability to provide high-level support in a complex, challenging, fast-paced environment. Reporting to the Deputy Chief of Staff, the Executive Assistant provides direct support to the Office of the Commissioner. This role requires someone who is proactive, detail-oriented, technologically adept, and equally effective working independently or as part of a team. The successful candidate will bring advanced organizational, communication, and problem-solving skills, along with the ability to handle competing priorities and a demanding executive calendar with precision and professionalism. As an integral member of the Commissioner’s Office, the Executive Assistant serves as a central point of coordination and communication for the Executive Team as well as internal and external stakeholders, ensuring the smooth and efficient day-to-day operations of the office. They must exercise sound discretion and maintain strict confidentiality while handling highly sensitive and time-critical matters; and approach all interactions with care, tact, and empathy.

Requirements

• Applicants must have at least (A) three 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.
• Substitutions: I. A Bachelor's 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. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience. III. 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. Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
• Thoroughness, independence and excellent written and oral communication skills
• Ability to maintain accurate records and exercise discretion in handling confidential information
• Strong organizational skills
• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, SharePoint, and Teams

Nice To Haves

• A minimum of five years of experience as an Executive Assistant, with demonstrated experience supporting senior executives in a dynamic, high-pressure environment
• Experience using Canva, Asana, and Constant Contact is desirable

Responsibilities

• Carrying out the daily administrative operations for the Commissioner’s Office, and ensuring support services are run efficiently and effectively to enable the Commissioner to accomplish their goals and objectives
• Managing the Commissioner’s calendar with accuracy, efficiency, and responsiveness to shifting priorities and acting as their gatekeeper, making appropriate determinations and receiving/screening visitors and callers
• Coordinating internal and external meetings, appointments, speaking engagements, and travel arrangements
• Drafting internal and external communications specific to the Commissioner’s office including correspondence and newsletters, and overseeing the processing flow of incoming correspondence, ensuring all matters are addressed in a timely and efficient manner
• Supporting the coordination of office budget activities, including processing invoices, ordering supplies, and managing travel and expense reimbursements
• Assisting with recruitment and staffing activities
• Assisting with maintaining, updating, and organizing shared files and records on SharePoint and other platforms
• Maintaining collaborative working relationships with both internal and external partners
• Researching and tracking a wide range of internal and external confidential matters for the Commissioner
• Reviewing and analyzing systems and processes to streamline operations
• Staying informed of the rapidly changing child welfare system environment to effectively support DCF as it advances its mission to serve the Commonwealth's children and families and exercise its state child welfare authority
• Working with all Commissioner’s Office staff to ensure key deadlines are met; supporting ad hoc projects, events, and interdepartmental initiatives; and performing additional duties as assigned by the Deputy Chief of Staff

Benefits

• Comprehensive 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.
• Explore our Employee Benefits and Rewards!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level