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Executive Assistant

SIGMA

Posted on: 11 Mar 2024

Job Location: Boston, US

Job Description:

730525 Executive Assistant, Boston, MA, 3 Months contract

Sigma.Inc. is looking for an Executive Assistant to work onsite with our Client located in Boston, MA.

This is with Commonwealth of MA and Dept of Children and Families. Will be required to work onsite at 600 Washington St.

Shift Timings: Mon-Fri, 9-5pm with half hour lunch break.

Description: Administrative and Clerical duties in an Executive office.

Responsibilities:

Perform administrative and clerical duties for the Commissioners office, ensuring an organized filing system and timely processing of requests.

Distribute time-sensitive mail and correspondence, including 51As, to the Ombuds team and other units.

Coordinate staff onboarding and manage the Commissioners office budget.

Prepare Commissioners travel reimbursement, TAFS, ethics forms, and track approval status with EOHHS.

Designate priority levels to action items, track tasks, and confer with the Executive Support Manager on daily tasks.

Coordinate daily scheduling requests for the Commissioner, following instructions and guidance from the Executive Support Manager and Chief of Staff.

Ensure accuracy in information provided, inclusion of agendas and materials, and notify attendees via Outlook.

Exercise discretion in handling confidential information and assess the priority level for meeting requests.

Monitor and track scheduling requests, preparing for weekly check-in meetings with Commissioner and Executive Support Manager to review upcoming meeting schedules.

Provide daily office phone coverage, respond to inquiries courteously, and triage incoming calls to appropriate staff or unit with an empathetic and tactful approach.

Upload, track, and update information on the Commissioners document review tracking tool on Microsoft Teams, disseminating approvals or requests for additional information to relevant parties.

Plan and coordinate Commonwealth and Departments annual employee recognition programs in collaboration with the Commissioners support team.

Provide support to the Commissioners Office and Exec Team in assembling, formatting, and preparing materials for briefings, presentations, and reporting to various entities including the Governors Office, EOHHS, OCA, legislature, sister agencies, and federal government.

Provide coordination and coverage support for other Central Office units as needed.

Perform additional duties as assigned by the Executive Support Manager.

Required:

Associate degree is required, Bachelors degree is prefered.

Proficiency in Microsoft Word, Excel, Power Point and Teams Use. Skilled in calendar management, general administrative and clerical tasks.

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