Administrative Assistant

Administrative Assistant

Boston, MA

2+ Month Contract

Mon-Fri 9-5pm with half hour lunch break

Onsite

Pay range : 24.90 - 28.89 / hr, W 2

Short Description :

Administrative and Clerical duties in an Executive office.

Complete Description :

DUTIES AND RESPONSIBILITIES

• Perform administrative and clerical duties for the Deputy Commissioner for Protective Operations’ office, ensuring an organized filing system and timely processing of requests
• Distribute time-sensitive mail and correspondence to Central Office Divisions, Regions and Areas
• Coordinate staff onboarding
• Track spending in Deputy Commissioners budget lines and prepare invoices to submit for bill paying
• Prepare Deputy Commissioner for Protective Operations’ travel reimbursement, TAFS, ethics forms, and track approval status with EOHHS
• Designate priority levels to action items, track tasks, and confer with the Director of Administration on daily tasks
• Coordinate daily scheduling requests for the Deputy Commissioner for Protective Operations, following instructions and guidance from the Director of Administration
• 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 Deputy Commissioner for Protective Operations’ and Director of Administration 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 Deputy Commissioner for Protective Operations’ document review tracking tool on Microsoft Teams, disseminating approvals or requests for additional information to relevant parties
• Provide support to the Deputy Commissioner for Protective Operations’ Team in assembling, formatting, and preparing materials for briefings, presentations, and reporting to various entities including the Governor’s 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 Director of Administration