The Secretariat Chief Information Officer of the Executive Office of Health & Human Services (EOHHS) seeks a resourceful, innovative, and proactive Executive Assistant. The ideal candidate is collaborative, unflustered by a fast-paced, demanding environment with exceptional communication skills, and can work with discretion on highly important matters. Acting as a liaison between EOHHS agency heads and EHS IT Executives, the Executive Assistant maintains ongoing communication and support for the Secretariat Chief Information Officer and is often the first point of contact for the agencies and vendor community.
As the Executive Assistant, you will manage the Secretariat Chief Information Officer's and other Executive team members' calendars and oversee administrative and communications functions. This includes preparing, reviewing, and editing communications, creating and publishing reports, reviewing and analyzing information, and collaborating with other support staff.
Duties and Responsibilities:
- Oversees and manages the Secretariat CIO schedule.
- Draft briefing books for the SCIO daily schedule and meetings.
- Anticipates, looks ahead, and plans for the coming days/weeks/months regarding the schedule for the SCIO and staff.
- Manages, executes, amends, and edits all calendar invites and meetings for the SCIO as required and needed.
- Prepares highly confidential documents, presentations, and reports for the SCIO and their staff within strict timeframes/deadlines.
- Manages communications for the SCIO; responds to inquiries promptly.
- Creates, edits, and reviews communications for publishing.
- Assists in drafting and editing the weekly executive agendas for various executive meetings.
- Keeps minutes and tracks action items resulting from executive meetings.
- Acts as a liaison between the EOHHS executive office/agencies and the EOHHS SCIO.
- Assists subordinates of the SCIO as required and requested daily.
Preferred Qualifications:
- Previous management and administrative experience, including the ability to work independently with minimal guidance in a fast-paced environment.
- Knowledge of the HRCMS system.
- Proficiency in analyzing policy.
- Competence with the interpretation and use of data in program development.
- Ability to apply and explain pertinent laws, rules, regulations, policies, and programs.
- Experience in developing long-range plans and programs and evaluating work performance.
- Accomplished establishing and maintaining effective working relationships.
- Demonstrated experience presenting facts and recommendations effectively in oral and written form.
- Capacity to work independently and collaboratively.
- Skilled in problem-solving, consensus building, conflict resolution, and team building.
- Ability to mediate conflicts, coordinate competing interests, and work under time constraints.
- Demonstrated experience in designing and implementing business and change management processes.
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 Request Form.
For questions, please contact the Office of Human Resources at 1-800-510-4122 and select option #4.
Qualifications
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:
- A certificate in a relevant or related field may be substituted for one (1) year of the required experience.
- An Associate's degree in a related field may be substituted for one (1) year of the required experience.
- A Bachelor's degree in a related field may be substituted for two (2) years of the required experience.
- A Graduate degree in a related field may be substituted for three (3) years of the required experience.
- A Doctorate degree in a related field may be substituted for the required 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.
Official Title: Administrator IV
Primary Location: United States-Massachusetts-Wakefield - 178 Albion Street
Job: Administrative Services
Agency: Exec Office Of Health and Human Services
Schedule: Full-time
Shift: Day
Job Posting: Mar 26, 2024, 8:57:36 AM
Number of Openings: 1
Salary: 75,714.27 - 116,389.58 Yearly
If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator: Diane Randolph Jones (Diane.RandolphJones@mass.gov) - 8577570096
Bargaining Unit: M99-Managers (EXE)
Confidential: No
Potentially Eligible for a Hybrid Work Schedule: Yes
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