Executive Assistant at Commissioners Office - Urgent Hire

Position: Executive Assistant to the Commissioners Office

Location: Onsite: 600 Washington St, Boston, MA 02111

Duration: 03+ months contract with possibility of extension 
Shift timing: Mon-Fri 9am -5pm with half hour lunch break (7.5 hrs/day)

Pay Rate: $29/hr on W2 

Job Description:
Administrative and Clerical duties in an Executive office.

Job Duties:
1. Perform administrative and clerical duties for the Commissioner’s office, ensuring an organized filing system and timely processing of requests.
2. Distribute time-sensitive mail and correspondence, including 51A’s, to the Ombuds team and other units.
3. Coordinate staff onboarding and manage the Commissioner’s office budget.
4. Prepare Commissioner’s travel reimbursement, TAFS, ethics forms, and track approval status with EOHHS.
5. Designate priority levels to action items, track tasks, and confer with the Executive Support Manager on daily tasks.
6. Coordinate daily scheduling requests for the Commissioner, following instructions and guidance from the Executive Support Manager and Chief of Staff.
7. Ensure accuracy in information provided, inclusion of agendas and materials, and notify attendees via Outlook.
8. Exercise discretion in handling confidential information and assess the priority level for meeting requests.
9. Monitor and track scheduling requests, preparing for weekly check-in meetings with Commissioner and Executive Support Manager to review upcoming meeting schedules.
10 Provide daily office phone coverage, respond to inquiries courteously, and triage incoming calls to appropriate staff or units with an empathetic and tactful approach.
11 Upload, track, and update information on the Commissioner’s document review tracking tool on Microsoft Teams, disseminating approvals or requests for additional information to relevant parties.
12. Plan and coordinate Commonwealth and Department’s annual employee recognition programs in collaboration with the Commissioner’s support team.
13 Provide support to the Commissioner’s Office and Exec Team in assembling, formatting, and preparing materials for briefings, presentations, and reporting to various entities including the Governor’s Office, EOHHS, OCA, legislature, sister agencies, and federal government.
14. Provide coordination and coverage support for other Central Office units as needed.
15. Perform additional duties as assigned by the Executive Support Manager.

Required Skills:

• Proficiency in Microsoft Word, Excel, PowerPoint and Teams Use (2 years)
• Skilled in calendar management, general administrative and clerical tasks (2 years)
• Associate Degree (required)
• Bachelor's Degree (desired)