The Department of Transitional Assistance (DTA) is looking for a resourceful, collaborative, and proactive Executive Assistant. The ideal candidate is someone who thrives in a fast-paced, demanding environment, has exceptional communication skills, and exercises discretion when handling critical information. In this role, you will be a key player in the operations of the Commissioner’s Office, providing critical functional support that directly impacts the department’s day-to-day operations. Your role will be significant in supporting the Commissioner’s office, making it an ideal opportunity for candidates seeking a high level of responsibility.

As the Executive Assistant, you will be part of a collaborative team, reporting to the Chief of Staff and working closely with the Commissioner, the Director of External Affairs, the Director of Communications, and the Commissioner’s direct reports, including Deputy and Assistant Commissioners, General Counsel, etc. Your role is not just about individual tasks but about working together towards a common goal.

Duties and Responsibilities (these duties are a general summary and not all-inclusive):

Coordinate, plan, handle, and direct the Commissioner’s office schedule. Manage and organize the schedule and briefing needs for the Commissioner and, at times, for members of the Senior Executive Team Hold regular meetings to prepare for upcoming meetings, events, and activities to ensure calendar alignment and briefing needs are known.Collaborate and liaise with staff to prepare for meetings, develop briefings, and ensure the Commissioner’s agenda is effectively accomplished. Assist with interpreting the Commissioner’s expectations, reinforcing direction as needed so that the Commissioner’s initiated deliverables are received in a complete, accurate, and timely manner. Review, prioritize, distribute, and respond to written correspondence, phone calls, and staff, communicating on behalf of the Commissioner as appropriate. Manage all DTA staff travel requests review and approval process, including in-state and out-of-state travel, monitoring requests, ensuring complete paperwork, shepherding through the approval process, and communicating decisions. Receive, catalog, and handle written correspondence, coordinating responses as appropriateAnswer incoming calls professionally and take messages or direct them to the appropriate locations.Manage supply needs for the Commissioner and his office, including official letterhead, business cards, and technology needs. Act as the liaison for the Commissioner with the Executive Office of Health and Human Services (EOHHS) Secretary’s Office on administrative requests and demands.Compile and deliver weekly in advance reports.Track, monitor, and follow up on projects and deliverables and assist with special projects.Maintain comprehensive and accurate records for items including but not limited to correspondence, official documents, etc. Coordinate formal signature for sign-off on official agency documentation. Ensure forms/letters/reports have been vetted by, i.e., Legal and Finance.Advise the Chief of Staff in deciding administrative support operations policy and systems issues.Assist in administrative support for the leadership of operations, local operations, policy, and quality handling.Schedule and organize large meetings, staff gatherings, social events, agency-wide donation drives to community organizations, and after-hours events at public spaces, among other activities.Hold and distribute “guest” access badges for main agency administrative offices.

Required Qualifications:

Excellent written and verbal communication skills.Expert user of Microsoft Office Suite (Word, PowerPoint, Excel, Outlook)Proficiency with database, spreadsheet, and calendar management. Knowledge of general report writing methods and capability to analyze and determine the applicability of data, draw appropriate conclusions, and make appropriate recommendations.Attention to detail.Highly organized.Ability to exercise sound judgment and discretion when handling confidential information.Ability to establish and maintain harmonious working relationships and deal tactfully with coworkers and external individuals.Ability to work remotely while maintaining productivity, accuracy, and accountability. Ability to coordinate the efforts of others in accomplishing assigned work objectives.Ability to coordinate the efforts of others in accomplishing assigned work objectives.Knowledge of the proper procedures for making and receiving agency telephone calls

Preferred Qualifications:

Knowledge of the types and uses of agency forms. Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.Knowledge of the organizational structure and functions of the agency.

Pre-Offer Process:

 A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the ADA Reasonable Accommodation Online Request Form

For questions, please the contact the Office of Human Resources at 1-800-510-4122 and select option #4.

The Department of Transitional Assistance (DTA) is looking for a resourceful, collaborative, and proactive Executive Assistant. The ideal candidate is someone who thrives in a fast-paced, demanding environment, has exceptional communication skills, and exercises discretion when handling critical information. In this role, you will be a key player in the operations of the Commissioner’s Office, providing critical functional support that directly impacts the department’s day-to-day operations. Your role will be significant in supporting the Commissioner’s office, making it an ideal opportunity for candidates seeking a high level of responsibility.

As the Executive Assistant, you will be part of a collaborative team, reporting to the Chief of Staff and working closely with the Commissioner, the Director of External Affairs, the Director of Communications, and the Commissioner’s direct reports, including Deputy and Assistant Commissioners, General Counsel, etc. Your role is not just about individual tasks but about working together towards a common goal.

Duties and Responsibilities (these duties are a general summary and not all-inclusive):

Coordinate, plan, handle, and direct the Commissioner’s office schedule. Manage and organize the schedule and briefing needs for the Commissioner and, at times, for members of the Senior Executive Team Hold regular meetings to prepare for upcoming meetings, events, and activities to ensure calendar alignment and briefing needs are known.Collaborate and liaise with staff to prepare for meetings, develop briefings, and ensure the Commissioner’s agenda is effectively accomplished. Assist with interpreting the Commissioner’s expectations, reinforcing direction as needed so that the Commissioner’s initiated deliverables are received in a complete, accurate, and timely manner. Review, prioritize, distribute, and respond to written correspondence, phone calls, and staff, communicating on behalf of the Commissioner as appropriate. Manage all DTA staff travel requests review and approval process, including in-state and out-of-state travel, monitoring requests, ensuring complete paperwork, shepherding through the approval process, and communicating decisions. Receive, catalog, and handle written correspondence, coordinating responses as appropriateAnswer incoming calls professionally and take messages or direct them to the appropriate locations.Manage supply needs for the Commissioner and his office, including official letterhead, business cards, and technology needs. Act as the liaison for the Commissioner with the Executive Office of Health and Human Services (EOHHS) Secretary’s Office on administrative requests and demands.Compile and deliver weekly in advance reports.Track, monitor, and follow up on projects and deliverables and assist with special projects.Maintain comprehensive and accurate records for items including but not limited to correspondence, official documents, etc. Coordinate formal signature for sign-off on official agency documentation. Ensure forms/letters/reports have been vetted by, i.e., Legal and Finance.Advise the Chief of Staff in deciding administrative support operations policy and systems issues.Assist in administrative support for the leadership of operations, local operations, policy, and quality handling.Schedule and organize large meetings, staff gatherings, social events, agency-wide donation drives to community organizations, and after-hours events at public spaces, among other activities.Hold and distribute “guest” access badges for main agency administrative offices.

Required Qualifications:

Excellent written and verbal communication skills.Expert user of Microsoft Office Suite (Word, PowerPoint, Excel, Outlook)Proficiency with database, spreadsheet, and calendar management. Knowledge of general report writing methods and capability to analyze and determine the applicability of data, draw appropriate conclusions, and make appropriate recommendations.Attention to detail.Highly organized.Ability to exercise sound judgment and discretion when handling confidential information.Ability to establish and maintain harmonious working relationships and deal tactfully with coworkers and external individuals.Ability to work remotely while maintaining productivity, accuracy, and accountability. Ability to coordinate the efforts of others in accomplishing assigned work objectives.Ability to coordinate the efforts of others in accomplishing assigned work objectives.Knowledge of the proper procedures for making and receiving agency telephone calls

Preferred Qualifications:

Knowledge of the types and uses of agency forms. Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.Knowledge of the organizational structure and functions of the agency.

Pre-Offer Process:

 A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori

Education, licensure and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website.

If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the ADA Reasonable Accommodation Online Request Form

For questions, please the contact the Office of Human Resources at 1-800-510-4122 and select option #4.

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

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four 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, and (B) of which at least one year must have been in a supervisory capacity, or (C) 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 (A) experience.

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) 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 (A) experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

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.

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

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four 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, and (B) of which at least one year must have been in a supervisory capacity, or (C) 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 (A) experience.

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) 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 (A) experience.

Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: No substitutions will be permitted for the required (B) experience.

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.