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Administrative Assistant

2 months ago

Boston, United States Ateeca Inc Full time

1. 1. Perform administrative and clerical duties for the office, ensuring an organized filing system and timely processing of requests.

2. 2. Distribute time-sensitive mail and correspondence, including 51A’s, to the Ombuds team and other units.

3. 3. Coordinate staff onboarding and manage the office budget.

4. 4. Prepare travel reimbursement, TAFS, ethics forms, and track approval status with EOHHS.

5. 5. Designate priority levels to action items, track tasks, and confer with the Executive Support Manager on daily tasks.

6. 6. Coordinate daily scheduling requests for the Commissioner, following instructions and guidance from the Executive Support Manager and Chief of Staff.

7. 7. Ensure accuracy in information provided, inclusion of agendas and materials, and notify attendees via Outlook.

8. 8. Exercise discretion in handling confidential information and assess the priority level for meeting requests.

9. 9. Monitor and track scheduling requests, preparing for weekly check-in meetings with Commissioner and Executive Support Manager to review upcoming meeting schedules.

10. 10 Provide daily office phone coverage, respond to inquiries courteously, and triage incoming calls to appropriate staff or unit with an empathetic and tactful approach.

11. 11 Upload, track, and update information on the document review tracking tool on Microsoft Teams, disseminating approvals or requests for additional information to relevant parties.

12. 12. Plan and coordinate Commonwealth and Department’s annual employee recognition programs in collaboration with the support team.

13. 13 Provide support to the Team in assembling, formatting, and preparing materials for briefings, presentations, and reporting to various entities including the Governor’s Office, EOHHS, OCA, legislature, sister agencies, and federal government.

14. 14. Provide coordination and coverage support for other Central Office units as needed.

15. 15. Perform additional duties as assigned by the Executive Support Manager.