Supervising Administrative Assistant - Training Department

Commonwealth of Massachusetts • Boston, MA

4d • Hybrid

About The Position

The Committee for Public Counsel Services (CPCS), Massachusetts’ public defender agency, is seeking a full-time Supervising Administrative Assistant for its Training Department. The role provides high-level support to the Training Chief and supervises the department’s administrative staff. The position is full-time at 35 hours per week, reports directly to the Training Chief, and is hybrid, requiring at least two days per week in Boston or Worcester.

The Training Department develops and delivers practice-driven education for CPCS staff and private assigned counsel across public defense practice areas. The Supervising Administrative Assistant supports the department’s operations and training programs, coordinates with colleagues across the agency and external contacts, and oversees administrative staff and processes. CPCS emphasizes equal justice, human dignity, cultural competency, diversity, equity, and inclusion.

Requirements

• Associate’s degree in a related area; at least four years of experience as an administrative assistant or office manager; executive-level secretarial skills; or an equivalent combination of education, experience, and skills.
• Access to reliable transportation to assist with training programs at various locations.
• Access to home internet sufficient to work remotely.
• Expertise in computer and technological skills and in-depth knowledge of relevant software, including MS Word, Excel, PowerPoint, and Outlook.
• Strong communication, organizational, and detail skills.
• Knowledge of standard office administrative practices and procedures.
• Excellent interpersonal and communication skills, including the ability to interact effectively with diverse colleagues at all agency levels and work effectively as a team member.
• Strong cultural competency and diplomacy skills.
• Excellent problem-solving skills.
• Flexibility and strict adherence to confidentiality.

Nice To Haves

• Typing speed of 50 to 60 words per minute.
• Legal office experience.
• Foreign language skills.

Responsibilities

• Support the Training Chief with the day-to-day duties of running the Training Department.
• Supervise Training Department Administrative Assistant staff, including delegating work, preparing annual performance evaluations, approving time and attendance, providing professional training, and participating in recruitment, selection, and hiring.
• Provide high-level administrative support, including organizing and analyzing information, scheduling, arranging travel, maintaining and updating resources, and handling correspondence.
• Work closely with the Training Technologist and Training Department Project Coordinator to help meet department objectives and goals.
• Ensure office systems and agency processes are administered effectively and communicate with internal and external contacts at all levels.
• Coordinate and assist with in-person and remote training, program evaluation, correspondence with faculty and participants, registration, and communication and negotiation with hotels, conference facilities, and other vendors.
• Maintain ongoing administrative projects, including ordering and organizing library materials, maintaining a department-wide training calendar, updating membership lists, and coordinating use of MCLE vouchers.
• Coordinate support for the department from HR, Facilities, IT, and external partners.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree