State of Massachusetts Administrator IV in Boston, Massachusetts

_DCAMM’S Mission Statement_

Our job is to work with state agencies to create and manage forward-thinking, sustainable buildings to meet the needs of the citizens they serve. We are partners with fellow agencies to help them meet their strategic needs with fiscally responsible building and real estate solutions. We support the growth of the Commonwealth’s economy and actively engage with private sector partners to make it easier to do business with the Commonwealth.

_General Statement of Duties and Responsibilities_

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DCAMM has an exciting career opportunity for a motivated and experienced Executive Assistant (Administrator IV) to provide high-level support to the Commissioner, Chief of Staff and the Executive Office. This position acts as the Commissioner’s “front door” managing meeting requests, screening phone calls, delegating assignments and following up on information requests.

The incumbent must be well-organized, flexible, proactive, resourceful and efficient in their ability to interact with all levels of the organization in representing the Executive Office.

The ideal candidate will have strong communication and interpersonal skills and enjoy working within a collaborative, fast-paced and dynamic environment. The incumbent will exercise a high degree of professionalism; anticipate needs and develop appropriate solutions; and exhibit good judgment in a variety of situations. He/she must be able to work under pressure with the ability to handle a wide variety of activities and confidential matters.

_Duties and Responsibilities_

  • Manage and maintain ownership of scheduling meetings for the Commissioner and for other agency meetings involving the Commissioner.

  • Manages the day-to-day administrative affairs, databases, and calendar for the Commissioner and the Executive Office.

  • Serves as the Administrative liaison between the Commissioner and the Executive Office of Administration and Finance other Executive Offices and A&F agency heads.

  • Work with the Chief of Staff and others to ensure appropriate systems, procedures and resources are in place to meet the administrative needs within the Executive Office.

  • Provides the Commissioner with background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conference calls, etc.

  • Gather information and assist in drafting weekly agency communications.

  • Collect and distribute forms that require administrative approval.

  • Gather, organize, and distribute information that allows the Commissioner and Chief of Staff to be most effective in carrying out administrative and agency strategic initiatives.

  • Manage all incoming correspondence received in the office, prioritizing and determining its disposition.

  • Reviews, proofreads, and formats all correspondence prepared for the Commissioner’s signature to ensure accuracy and completeness, etc.

  • Makes and reviews all travel arrangements; prepares the itinerary, confirms lodging and transportation, and processes travel reconciliation.

  • Exercises discretion in dealing with all sensitive and confidential matters.

  • Coordinates and tracks required reporting – weekly internal agency information and monthly inter-agency trackers.

  • Review, clarify and implement retention protocol for Executive Office to include: Email/ texts/ mail/ personal notes.

  • Develop a 'year at a glance' calendar for planning and tracking current business cycles for operating and capital budgets

  • Acts as liaison between Deputy Commissioners and senior managers relaying information, assignments and projects.

  • Create and review a system to implement policies with the Commissioner and Chief of Staff, modify as directed.

  • Identify/ document and track all current recurring meetings with the Executive team, ones that are Project Driven and meetings directly related to Business Units.

  • Create and update an inventory of upcoming events/ speaking engagements/ field trips on a quarterly/ monthly basis. Operating as the Event Planning point person, communicate the checklist and events packet needs to Deputy Commissioners and other staff as needed.

  • Gather and process information for the Bi-Annual All Agency meeting.

  • Assist and support the establishment of a 'make it happen', proactive, and respectful environment.

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_Preferred Qualifications Required at Hire:_

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  • Strong communication and interpersonal skills

  • Strong organizational, problem-solving and multi-tasking skills

  • Proficiency with Microsoft Word, Excel, PowerPoint, Outlook

  • Must be able to meet deadlines in a fast-paced quickly changing environment

  • Ability to handle confidential matters and materials

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: *Administrative Services

Organization: *Division of Capital Asset Management

Title: Administrator IV

Location: Massachusetts-Boston-1 Ashburton Place

Requisition ID: 180006TS