Executive Assistant

Commonwealth of Massachusetts • Boston, MA

16d • Onsite

About The Position

MassDEP seeks applicants for the position of Executive Assistant to the Commissioner. This position reports directly to the Commissioner of MassDEP under the daily supervision of the Chief of Staff and serves as primary support for the Commissioner. Key responsibilities included managing Commissioner’s schedule and handling a variety of administrative tasks, such as submitting travel-reimbursements, note-taking at select meetings, preparing and printing meeting materials, and securing necessary signatures, and supporting public records requests for the Commissioner’s Office. The role is expected to be on site, routinely Monday through Thursday from 9am to 5pm and requires a high level of professionalism and strict confidentiality, as well as the ability to manage varied work assignments in a high-volume, fast-paced executive office. Some in-state travel is required.

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.

Nice To Haves

• Proven ability to provide high-level administrative support to executive leadership in a fast-paced environment.
• Excellent organizational and time management skills, with the ability to prioritize multiple competing assignments and meet deadlines.
• Strong written and verbal communication skills, including drafting, editing, and proofreading correspondence.
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.
• Experience managing complex executive calendars, scheduling meetings, and coordinating travel arrangements.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) and other office technology.
• Strong attention to detail with the ability to produce accurate, high-quality work.
• Experience coordinating meetings, preparing agendas and briefing materials, and recording meeting notes or minutes.
• Excellent interpersonal and customer service skills, with the ability to build productive working relationships with internal and external stakeholders.
• Ability to work independently, exercise sound judgment, and proactively identify and resolve administrative issues.
• Experience supporting records management, public records requests, or similar administrative processes is preferred.
• Ability to adapt to changing priorities while maintaining a high level of professionalism, flexibility, and responsiveness.

Responsibilities

• Provide high level executive / administrative support to the Commissioner, Chief of Staff and Senior Staff.
• Assist in the day-to-day management of the Commissioner’s Office, including the scheduling of meetings, maintaining briefing binder, and ensure that phone calls, emails or letters are responded to in an appropriate timeframe and professional manner.
• Manage the Commissioner’s schedule and manage the invites and materials for meetings (both internal and external).
• Ensuring timely and professional responses to phone calls, emails, and letters directed to the Secretary’s office, reflecting the office’s priorities and ensuring stakeholders are addressed appropriately.
• Liaise with EEA and other departments for communications.
• Coordinating and managing the Commissioner’s calendar to ensure all appointments, meetings, and events are scheduled, prioritized, and met.
• Tracking and reporting on Commissioner travel and meetings.
• Booking flights, lodging, etc. for out-of-state travel.
• Managing highly confidential information and maintaining the integrity of sensitive communications between the Commissioner, senior leadership, and external agencies and maintaining files, including those for high-level correspondence.
• Coordinate and manage the Commissioner’s correspondence and meeting minutes as assigned.
• Reviewing and editing letters and emails as assigned.
• Manage talking points and background information tracker.
• Respond to public records requests on behalf of the Commissioner’s Office, compiling responsive materials and communicating with requestors.
• In consultation with the Chief of Staff, maintain and refine internal processes that support the Commissioner’s Office functions.
• Organize team communications and plan events, both internal and off-site.
• Other duties, as assigned

Benefits

• Comprehensive Benefits
• outstanding suite of employee benefits that add to the overall value of your compensation package
• work experience that supports you, your loved ones, and your future

What This Job Offers

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