Administration Assistant

Job Description

EOTSS is looking for an Administrative Assistant to join the ASST (Administrative Services Support Team).

The Executive Office of Technology Services and Security (EOTSS) is the state’s lead office for information technology. We provide enterprise level information technology services including network management and security; computer operations; application hosting; desktop provisioning and management; and modern and responsive digital services to 40,000 internal stakeholders plus the residents, business owners and visitors to the Commonwealth of Massachusetts.

EOTSS is looking for an Administrative Assistant to join the ASST (Administrative Services Support Team) to  provide a wide range of administrative support to the Chief Data Officer (CDO) and Assistant Secretary for Strategy and Planning. This position requires excellent oral and written communication skills, exceptional attention to detail and a keen ability to thrive in a fast-paced environment with constantly evolving priorities, They will assist and participate in the overall daily office operations. This individual must be experienced in handling a wide range of administrative and executive support-related tasks.   Most importantly, we are looking for a positive, results-driven, team-player that both internal and external customers enjoy working with.

The primary work location for this role will be One Ashburton Place, 8th Floor, Boston, MA 02108. The work schedule for this position is Monday through Friday, 9AM to 5PM EST. 

Responsibilities (including but not limited to):

• Effectively manage CDO (Chief Data Officer) and the Assistant Secretary for Strategy and Planning calendar and all communications related to meetings.  Resolve scheduling conflicts as they arise, prioritizing issues to ensure an effective time management approach.

• Maintain conference room calendars.

• Assist Management staff and Senior Executive Assistant to the Secretary as needed.

• Communicate agendas and respond to calendar changes as needed.

• Manage written and verbal correspondence while exercising a high degree of discretion and confidentiality.

• Assist with preparation of presentation materials, agendas and send follow up communications.

• Format and edit executive-level documentation using Microsoft Word, PowerPoint and Excel.

• Provide front desk coverage for the Executive Office as needed

Preferred Knowledge, Skills, and Abilities:

• Minimum 2 years’ experience supporting C Level management.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Excellent calendar management skills including the coordination of complex executive meetings.

• Excellent interpersonal skills and the ability to build relationships with internal staff and external customers.

• Expert level written and verbal communication skills.

• Demonstrated proactive approach to problem-solving with strong decision-making capability.

• Highly resourceful team-player, with the ability to be extremely effective independently.

• Proven ability to adhere to and meet deadlines.

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service.

• Strong proficiency in Microsoft Office 365, Powerpoint, Word, Excel and SharePoint

• Demonstrated ability to take initiative and exercise sound judgment.

Skill

Required / Desired

Amount

of Experience

Confirm candidate meets minimum requirements in job description

Required

Prior experience supporting c-suite

Required

2

Years

Calendar Management experience

Required

Strong proficiency in Microsoft Office 365, Powerpoint, Word, Excel and SharePoint

Required

Excellent interpersonal skills and the ability to build relationships with internal staff and external customers.

Required