Executive Assistant to the Commissioner's Office

Job Description

The Department of Children and Families (DCF) is seeking a mission-driven individual with exceptional administrative skills and a proven track record of providing high-level executive support to fill the role of Executive Assistant to the Commissioner. Reporting to the Deputy Chief of Staff, the selected candidate will support the Office of the Commissioner and members of the agency's senior leadership team, possessing well-developed organizational and communication skills, as well as the ability to assist with managing a demanding calendar of appointments for the Commissioner.

The Executive Assistant is required to exercise discretion and maintain confidentiality while working on highly sensitive matters in a fast-paced environment. The candidate will carry out daily administrative tasks outlined in the description below. The ideal candidate for this position is detail-oriented, highly proficient with technology, enjoys collaboration, and is efficient independently as well as in a team environment.

The Executive Assistant position is integral to the day-to-day operations of the offices of the Commissioner and will be a point of contact for the Executive Team, internal, and external stakeholders.

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

1. Fiscal: Support the coordination of office budget activities, including payment of invoices, ordering supplies, processing of travel expenses, assisting with procurements, and assisting with contract renewals

2. Scheduling: Reserve meeting space and assist the Executive Support Manager in managing the Commissioner's calendar

3. Hiring: Review job applicants, schedule interviews, coordinate onboarding and offboarding functions, provide on-the-job training support, as needed

4. Clerical: Manage and distribute time-sensitive correspondence, interface with mailroom staff, and assist with updating and managing shared files on SharePoint

5. Additional Duties: Work with the Executive Support Manager to ensure key deadlines are met, perform additional duties assigned by the Deputy Chief of Staff on ad hoc projects, event planning, and interdepartmental initiatives

Preferred Qualifications:

• At least 3 years' experience as an Executive Assistant with experience supporting senior executives in a dynamic environment.

• Excellent organizational and interpersonal skills with strong technical capabilities, problem-solving aptitude, and the capacity to thrive in a demanding workplace.

• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, SharePoint, and other technology critical for web communication (e.g., Zoom, and Teams).

• Ability to handle stressful situations in a sensitive, respectful, discreet, and professional manner.

• Ability to exercise discretion while handling confidential and sensitive information.

To Apply:

Please upload both Resume and Cover Letter for this position when applying.

About the Department of Children and Families:

The Department of Children and Families (DCF) is committed to upholding the fundamental mission of protecting children from abuse and neglect to ensure they are able to grow and thrive in a safe and nurturing environment. DCF's vision is that all children have the right to grow up in a nurturing home, free from abuse and neglect, with access to food, shelter, clothing, health care, and education.

DCF works toward establishing the safety, permanency, and well-being of the Commonwealth's children by stabilizing and preserving families; providing quality temporary alternative care when necessary, safely reunifying families; and, when necessary and appropriate, creating new families through kinship, guardianship, or adoption. Preferred applicants will possess a demonstrated commitment to the core practice values: 1) child-driven, 2) family-centered, 3) community-focused, 4) strength-based, 5) committed to diversity/cultural competency, and 6) committed to continuous learning.

For more information about our agency and programs, visit: www.mass.gov/dcf

Pre-Hire 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 contact the Office of Human Resources at 1-800-510-4122 and select option #4.

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) two 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.