Executive Admin. Asst. to the Secretary

2 weeks ago

Boston, United States Mass Inc Full time

The Executive Office of Labor and Workforce Development (EOLWD) is seeking an Executive Administrative Assistant to the Secretary with key administrative responsibilities including overseeing and managing the Secretary's calendar, coordinating with key internal and external stakeholders, and assisting with event and meeting logistics. The ideal candidate will possess excellent verbal and written communication skills, and effective time management combined with a proven ability to multi-task and navigate complex work environments with a diverse group of stakeholders. The ideal candidate will also demonstrate effective teamwork, resourcefulness, interpersonal communication skills, and self-motivation.

Key Responsibilities:

  • Oversee and manage the Secretary's schedule
  • Coordinate and manage the Secretary's calendar, including working with internal and external stakeholders
  • Develop and implement standards for tracking and monitoring internal and external correspondence, including but not limited to correspondence of a confidential and sensitive nature
  • Arrange, schedule, and manage travel arrangements, off-site meetings, conference calls, and video conferences
  • Ensure coordination of all meetings, conferences, and appearances for the Secretary and as needed, other members of senior staff, in a timely, professional manner
  • Confer with relevant staff regarding meeting preparation and briefing materials needed for the Secretary in a timely, professional manner
  • Track all invitations directed to the Secretary and communicate the acceptance/denial to the Secretary and event organizer
Stakeholder Engagement:
  • Serve as point of contact for incoming communication between the Office of the Secretary and the public, and other state, local, and federal agencies, as needed
  • Handle high priority interactions and communications from the Governor's Office, Secretariat Offices, US Congressmen, State Senators and State Representatives, and federal partners
  • Refer issues from constituent calls within EOLWD state agencies to appropriate staff.
Preferred Qualifications:
  • Proven experience in administrative and stakeholder engagement
  • Excellent written and verbal communication skills, with the ability to communicate to multiple stakeholders, both internally externally
  • Demonstrated ability to work effectively in a fast-paced environment and manage multiple priorities
  • Proficiency in Microsoft Office Suite
  • Experience handling external media requests and directing inquiries to the appropriate team for response
  • Experience or understanding of labor relations and/or workforce development is a plus
Attributes:
  • Strategic thinker with a proactive approach to problem-solving
  • Detail oriented
  • Collaborative team player with strong interpersonal skills
  • Adaptable and able to thrive in a dynamic, evolving organization while upholding its values and mission

SALARY PLACEMENT IS DETERMINED BY YEARS OF EXPERIENCE AND EDUCATION DIRECTLY RELATED TO THE POSITION AND THE HUMAN RESOURCES DIVISION'S RECRUITING GUIDELINES. IN THE CASE OF A PROMOTIONAL OPPORTUNITY, THE SALARY PROVISIONS OF THE APPLICABLE COLLECTIVE BARGAINING AGREEMENT WILL BE UTILIZED FOR PLACEMENT WITHIN THE SALARY RANGE.

Qualifications:
First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE 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.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards

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

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

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