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State of Massachusetts Executive Assistant in Boston 51Sleeper St, Massachusetts

The Department of Early Education and Care (EEC) is an agency that represents an exciting opportunity to build a coordinated, comprehensive system of early education and care in Massachusetts.

The services that EEC provides to the children and families of the Commonwealth can be divided into the following three main categories:

  1. Information and referral services for all families in Massachusetts, including parenting information, and resource and referral services for early education, child care and after school opportunities to the families of approximately 1 million children under the age of 13.

  2. Licensing, regulation, and comprehensive quality improvement support for all child care providers, serving approximately 250,000 children daily.

  3. Financial assistance to help low-income families pay for child care and early education. EEC provides subsidies on a sliding fee scale basis for approximately 53,500 children.

EEC seeks to hire an Executive Assistant to support the EEC Senior Leadership Team. This position will be responsible for logistical coordination of meetings, calendars and file management of the EEC Senior Leadership Team, mainly supporting the Commissioner. The incumbent will coordinate, track, and monitor the calendars and scheduling of ongoing meetings for the Commissioner and her team. This position requires strong communication skills, and the ability to prioritize multiple, conflicting demands.

Duties Include:

  • Assists the Commissioner with calendar management, including but not limited to scheduling appointments, managing and anticipating scheduling conflicts, prioritizing conflicting meetings, and developing good relationships with other Executive Assistants and agency staff who need to be included in meetings.

  • Assists the Commissioner with email support and management, including but not limited to prioritizing high importance emails that need the Commissioner’s immediate attention and monitoring and organizing emails in a streamlined and systematized way.

  • Manages all paper flow to and from the Commissioner, track all correspondence and route to other staff or education departments as needed, creating and using SharePoint and DocuSign processes if possible.

  • Assists the Commissioner with running internal staff meetings and interagency planning meetings, including preparing meeting materials, setting up rooms, including conference lines and AV, and making copies; work effectively with building operations staff to ensure meeting rooms meet the needs of meeting organizers and attendees.

  • Works with EEC supervisors, EOE HR and EEC Operations to act as the liaison and coordinator to support onboarding and offboarding activities for staff, including tracking key steps related to hiring.

  • Performs other related duties as needed, including making travel arrangements and reimbursements necessary for the Commissioner in compliance with the Commonwealth's travel guidelines.

Preferred Qualifications:

  • Excellent interpersonal skills, including the ability to build relationships with peers, work collaboratively with EEC staff, EOE agencies, and other state staff and stakeholders.

  • Strong organizational and critical thinking skills as well as attention to detail and commitment to quality and accuracy.

  • Ability to multi-task, set priorities, work efficiently, and meet deadlines.

  • Ability to develop processes or procedures to assist in organizing data.

  • Ability to efficiently organize and evaluate information, assemble data and prepare reports.

  • Ability to assemble items of information according to established procedures.

  • Ability to communicate tactfully and effectively in writing and in oral expression.

  • Knowledge of the principles, practices, and correct usage of the English language including grammar, spelling, sentence structure, and punctuation.

  • Demonstrated experience to write concisely, expresses thoughts clearly, and develops ideas in logical sequence.

  • Ability to adjust to changing situations and to meet emergency or changing program or production requirements.

  • Ability to deal tactfully with others, establish rapport with senior leadership and manage matters that are confidential and/or time sensitive in nature.

  • Ability to work independently and as a member of a diverse team of internal and external professionals.

  • Excellent working knowledge of MS Office applications and Outlook.

Questions about this posting may be directed to Jillian Auerbach in Human Resources at jillian.g.auerbach@mass.gov

MINIMUM ENTRANCE REQUIREMENTS:

Applicants must have at least (A) four (4) years of full-time or, equivalent part-time, professional, professional internship, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration or clinical management or (B) any equivalent combination of the required experience and substitutions below.

Substitutions:

I. A certificate in a relevant or related field may be substituted for one (1) year of the required experience.

II. An Associate’s degree in a related field may be substituted for one (1) year of the required experience.

III. A Bachelor’s degree in a related field may be substituted for two (2) years of the required experience.

IV. A Graduate degree in a related field may be substituted for three (3) years of the required experience.

V. A Doctorate degree in a related field may be substituted for the required experience.

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

Job: *Education

Organization: *Department of Early Education and Care

Title: Executive Assistant

Location: Massachusetts-Boston 51Sleeper St

Requisition ID: 2000006Q

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