Senior Executive Assistant- Office of Senate Counsel

4 weeks ago

Boston, United States State of Massachusetts Full time

The Office of Senate Counsel (OSC) is a dynamic legal office providing essential and high-priority legal services to the Massachusetts Senate. OSC is looking to hire a high-level administrative professional with a passion for public service and a desire to use their administrative skills to support the attorneys in their work at the intersection of law and public policy.

JOB SUMMARY

The Senior Executive Assistant provides support services to the Office of Senate Counsel. This position provides a broad range of daily clerical, administrative, and operational services to the OSC attorneys, including organizing, preparing, and processing bills, resolutions, and other documents for the Senate's consideration. Generally, this position serves as the first point of contact for the OSC, greeting visitors and responding to general inquiries from Senators, staff, and members of the public, in person or by phone. The Senior Executive Assistant must demonstrate professionalism, courtesy, and efficiency in the performance of the job.

The Senior Executive Assistant reports to the Counsel to the Senate and works closely with the OSC attorneys on a daily basis.

JOB DUTIES AND RESPONSIBILITIES

Primary Duties and Responsibilities:

* Answer office phones, check, sort, and distribute the mail and office materials, operate the OSC administrative email accounts, receive and greet visitors, notify the OSC staff of visitors' arrival, direct people to other parts of the State House, and facilitate routine inter-office communications.
* Assist the OSC attorneys in processing and preparing bills and resolutions for consideration by the Senate, including, but not limited to, maintaining the OSC's bill and resolution tracking systems.
* Research, edit, and work with Senate offices to finalize resolutions for consideration by the Senate.
* Coordinate with Senate member and administrative offices on completion of and attendance at Senate trainings and other educational and compliance programs.
* Organize and maintain the OSC files, notes, and workspace, and order supplies as necessary.
* Act as operations liaison between the OSC and Senate Clerk, Senate Office of Administration and Finance, and other Senate offices.
* Provide administrative and communications support for the OSC internship program.

Other Duties and Responsibilities May Include:

* Provide administrative and research support for special or long-term projects, including, but not limited to, investigations, ethics disclosures, and personnel matters.
* Maintain calendar and schedule meetings for the Counsel to the Senate.
* Assist in drafting correspondence for the Counsel to the Senate.
* Perform other duties as assigned.

MINIMUM QUALIFICATIONS

* High School diploma or equivalent and at least 2 years of relevant work experience. An Associate's degree or higher in a related field may be substituted for 1 year of relevant work experience.
* Basic understanding of state government operations and the legislative process.
* Demonstrated skill and ability with computerized document management and database applications.
* Demonstrated proficiency using basic office equipment and systems including telephones, photocopiers, email, and common office applications, such as Microsoft Office Suite and remote meeting platforms.
* Excellent interpersonal skills and temperament to communicate with a variety of personalities and stakeholders in a tactful, positive, collaborative, and professional manner.
* Excellent oral and written communication skills.
* Strong organizational skills and attention to detail.
* Ability to produce quality work under pressure and in a fast-paced environment.
* Ability to maintain confidentiality, particularly when working on sensitive matters and information.
* Ability to maintain a flexible schedule including working extended hours, possibly on nights and weekends.

PREFERRED QUALIFICATIONS

* Paralegal or legal assistant experience.

The Senate's total compensation package features an outstanding set of state employee benefits for eligible employees which you may consider towards your overall compensation, including, but not limited to:

* 75% state-paid medical insurance premium
* Reasonable Dental and Vision Plans
* Flexible Spending Accounts and Dependent Care Assistance programs
* Low-cost basic and optional life insurance - Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan
* 12 paid holidays per year and competitive Sick, Vacation, and Personal Time
* Competitive Senate-sponsored parental leave - Tuition Benefit for employees and spouses at state colleges and universities
* Long-Term Disability and Extended Illness program participation options
* Employee Assistance Programs - Professional Development and Continuing Education opportunities
* Qualified Employer for Public Service Student Loan Forgiveness Program

The Massachusetts Senate is an Equal Opportunity and Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religious creed, national origin, ancestry, disability, gender, gender identity, sexual orientation, genetic information, pregnancy, military, and veteran status, or any other characteristic protected under applicable federal, state, or local law. Our goal is to be a workforce that is representative, at all job levels, of the diverse commonwealth we serve, and women, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

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