Executive Assistant to Secretary

: Executive Assistant to Secretary The Executive Office of Energy and Environmental Affairs Secretariat (EOEEA) provides oversight of the Commonwealth's energy and environmental agencies, namely, the Division of Energy Resources (DOER), Department of Public Utilities (DPU), Department of Environmental Protection (DEP), Department of Conservation and Recreation (DCR), Department of Fish and Game (DFG), and Department of Agricultural Resources (DAR). EOEEA also has divisions within the Secretariat, including the Office of Law Enforcement (OLE or Massachusetts Environmental Police), Massachusetts Environmental Policy Act (MEPA) office, Coastal Zone Management (CZM) office, and Division of Conservation Services (DCS). All agencies and divisions promote the environmental or energy related goals and initiatives of the Administration. The Executive Office of Energy and Environmental Affairs is accepting applications for the position of Executive Assistant to the Secretary. A cover letter and resume must be submitted as part of the application process and attached “as relevant” to the requisition. The Executive Assistant to the Secretary serves as the Executive Assistant to the Secretary of Energy and Environmental Affairs. The Executive Assistant manages the Secretary's schedule and internal and external communications, including confidential information, and assures that all communications are professional, timely, and of the highest quality. The Executive Assistant is responsible for supporting the Secretary in implementing the Administration's energy and environmental agenda and ensuring that the Secretary's schedule reflects her priorities and that she is well-prepared for each meeting. The Executive Assistant also screens phone calls and visitors for the Secretary. In addition to the traditional role of an Executive Assistant, the Executive Assistant to the Secretary will work closely with the Chief of Staff, Senior Advisor, Secretariat leadership, and the Director of Special Projects on the execution of special projects and EEA events. Major Responsibilities: Assist in the day-to-day management of the Secretary's office, including the scheduling of meetings, maintaining the Secretary's briefing binder, and ensure that phone calls, emails or letters are responded to in an appropriate timeframe and professional manner. Manage the Secretary's schedule and the invites and materials for meetings (both internal and external). Assist the Chief of Staff and Deputy Chief of Staff with project implementation and administrative tasks as needed. Work with the Communications Team, Special Assistant, and other members of the secretariat leadership team to coordinate and implement the logistics of all EEA events and manage event requests. Work with the Special Assistant and Communications Team to ensure that briefings, speeches, presentations, and other materials are completed in a timely and professional manner so that the Secretary is prepared for meetings and events. Create and maintain correspondence and coordination of written documents for Secretary's signature. Manage travel arrangements both in state and out of state. Process Travel Authorization Forms (TAFs) for the Secretariat. Serve as the first line of contact to constituents, advocacy groups and legislators when they call the Secretary and ensure that all constituents receive access to appropriate staff person and/or public information in a timely manner. Respond to telephone inquiries and route callers to the appropriate staff person or department. Meet and greet guests and visitors for the Secretary. Other responsibilities, as directed. Preferred experience and qualifications: Full-time or equivalent part-time professional, administrative, supervisory, or managerial experience in business administration, business management, or public administration. A general high-level knowledge of the organizational structure at EEA as well as knowing the appropriate agency or division that certain issues need to go to be properly addressed. Establish a good working relationship with the Secretary and members of the senior team. Communicate effectively in writing and in oral expression. Manage time efficiently. Possess strong organizational skill and proficiency in the use of Microsoft Office Suite. 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: 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.

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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 : Program Manager III Primary Location : United States-Massachusetts-Boston-100 Cambridge Street Job : Environmental and Energy Agency : Exec Office Of Energy and Environmental Affairs Schedule : Full-time Shift : Day Job Posting : Mar 11, 2024, 3:17:15 PM Number of Openings : 1 Salary : 70,123.87 - 75,000.00 Yearly If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Melixza Esenyie - 6176261282 Bargaining Unit : M99-Managers (EXE) Confidential : No Potentially Eligible for a Hybrid Work Schedule : Yes