The Bureau Director Office under the Massachusetts Department of Public Health (DPH) is seeking a dynamic Executive Assistant. This role will play an essential role in driving administrative efficiency and fostering seamless communication between Senior Leadership, their support teams, and external stakeholders. This position supports high-level operations and workforce development initiatives within a dynamic healthcare setting. With a focus on managing sensitive information and ensuring the completion of cross-hospital projects, the Executive Assistant provides invaluable coordination, research, and analytical support to advance the Bureau's mission. This role offers a unique opportunity to engage with senior decision-makers, contribute to meaningful public health initiatives, and develop solutions that improve organizational processes. The Executive Assistant will serve as a trusted resource, leveraging exceptional organizational and communication skills to enhance collaboration across diverse teams while embodying discretion and professionalism. Travel to public health hospital locations will provide valuable on-site engagement, making this position ideal for candidates passionate about advancing healthcare excellence through dedicated administrative leadership. /_Duties and Responsibilities (these duties are a general summary and not all inclusive):_/ * Provide comprehensive executive administrative support to the Bureau Director and staff, facilitating seamless communication and coordination across multiple teams and external agencies. * Act as a liaison between the Bureau Director, Senior Leadership, and various stakeholders by delivering critical information, drafting responses, following up on assignments, and ensuring timely project completion. * Conduct research, compile and analyze data, prepare detailed reports, and develop recommendations and presentations for the Bureau Director or designee. * Attend meetings, document minutes, prepare reports, and manage confidential records related to sensitive matters, such as personnel issues, disciplinary actions, and organizational changes. * Assist in workforce development and Reduction in Force processes by organizing and maintaining comprehensive tracking systems and providing analytical support. * Offer backup administrative support to Executive Office Managers during confidential meetings, ensuring accurate record-keeping and follow-through on decisions. * Develop, proofread, and maintain professional documents, including reports, presentations, policies, and forms, while managing electronic communication systems to improve efficiency. * Coordinate logistics for meetings and events, including legislative visits, tours, and high-profile engagements for the Bureau and Senior Leadership. * Serve as the Travel Liaison for the Bureau, managing travel logistics, expense tracking, and reimbursement processes for in-state and out-of-state travel. * Partner with senior leadership to create and implement procedures, program evaluations, and guidelines to achieve agency objectives while contributing to special projects and strategic initiatives. /_Required Qualifications:_/ * Demonstrated ability to adapt to changing situations, meet emergencies, and address evolving program requirements. * Proficient in gathering, analyzing, and assembling information in accordance with established procedures and guidelines. * Skilled in maintaining confidentiality and exercising sound judgment when handling sensitive information. * Strong written and verbal communication skills, including the ability to write concisely, present ideas logically, and provide clear instructions. * Adept at understanding, explaining, and applying relevant laws, regulations, policies, and procedures. * Experienced in preparing and utilizing charts, graphs, tables, and reports to convey information effectively. * Exceptional organizational skills, including the ability to maintain accurate records and follow written and verbal instructions. * Proven ability to analyze data, draw conclusions, and make informed recommendations based on findings. * Knowledgeable in work simplification methods and efficient administrative practices. * Skilled in building rapport and dealing tactfully with diverse individuals to foster effective communication and collaboration. /_Preferred Qualifications:_/ * Comprehensive knowledge of Public Health Hospitals Governing Board bylaws, state agencies, and available resources. * Familiarity with state procedures for purchasing and requisitioning supplies, equipment, and other administrative functions. * Understanding of the organizational structure, functions, and budgetary procedures of state agencies, including personnel services and salary management. * In-depth knowledge of laws, rules, and regulations governing the state personnel system. /Please Note:/This position is designated as Confidential and as such is excluded from the NAGE Unit 6 Union. Most benefits are governed by the Commonwealth's "Red Book" and dental/vision benefits will be with the Group Insurance Commission. /_DPH Mission and Vision:_/ The mission of the Massachusetts Department of Public Health (DPH) is to promote and protect health and wellness and prevent injury and illness for all people, prioritizing racial equity in health by improving equitable access to quality public health and health care services and partnering with communities most impacted by health inequities and structural racism. We envision a Commonwealth with an equitable and just public health system that supports optimal well-being for all people in Massachusetts, centering those with systemically and culturally oppressed identities and circumstances. Learn more and share a one-pager on DPH and what we do:DPH at a Glance PDF|Doc * *_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 Request Form. For questions regarding this requisition, please contact the Executive Office of Health and Human Services Human Resources at 1-800- 510-4122 Ext. #4 First consideration will be given to those applicants that apply within the first 14 days. * * MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three 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. Substitutions: I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.* II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.* III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.* Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range. _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. *Job: Administrative Services *Organization: Department of Public Health *Title: *Executive Assistant Location: Massachusetts-Westfield-91 East Mountain Rd Requisition ID: 24000A7A