Executive Assistant

Description

About the Operational Services Division (OSD)

The Operational Services Division (OSD) is an oversight agency of the Commonwealth of Massachusetts within the Executive Office for Administration and Finance.

OSD’s primary focus is to help our government buyers and business customers succeed in meeting their goals by providing outstanding customer service, competent advice and guidance, and high-quality products and services that exceed the expectations of those we serve.

Join our Dynamic Team

OSD's diverse team of 150+ professionals is transforming the way government operates. Our hybrid work environment fosters creativity and collaboration, allowing us to deliver cutting-edge solutions in strategic sourcing, print and mail, surplus property, and more.

Join us and make a lasting impact.

OSD is seeking a dynamic Executive Assistant with a high level of professionalism, organizational skills, and desire to work in a fast-paced, customer-centric, collaborative, performance driven environment.

The person will be the primary administrative support for the Director of Strategic Sourcingand will be responsible for managing daily administrative tasks and the coordination of mission critical activities.

In addition, special projects will be performed as needed to support the Strategic Sourcing unit. The ideal candidate will be a highly motivated, goal driven, innovative, fast learner with exceptional communication and organization skills, and be very adaptable to change.

Responsibilities include :

• Complex administrative duties requiring a significant degree of strategic thought, skill, reasoning, ability, understanding, independent judgment, and decision-making.
• Front line interaction with internal and external customers which includes documentation of complaints and development of the appropriate course of action.
• Prepares and edits correspondence, communications, reports, presentations and other documents on behalf of the Director of Strategic Sourcing and its supporting staff.
• Conducts research, collects and analyzes data to prepare reports and documents; including running queries and summarizing information into consolidated charts and graphs.
• Completes projects and special assignments by forming teams, establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and adjusting plans.
• Coordinates meetings on behalf of the Director including preparation of agendas, related correspondence, presentations, and all follow up action items and other activities.
• Assists with screening, interviewing, and tracking potential candidates in MassCareers as a Hiring Manager Assistant.
• Prepares Statements of Work (SOWs)and purchases goods and services via our E-Procurement platform for Strategic Sourcing Services.
• Serves on several agency-wide teams as required
• Manages Out of Office calendar and Leave Request Forms for Strategic Sourcing.
• Creates, submits, and files Travel Authorization Forms, Ethics Disclosure Forms, Travel Request Forms, and expense reports.
• Participates in special projects as required

We are seeking candidates that possess the following key competencies :

• Excellent Writing skills, with the ability to proofread carefully and edit documents and web content accordingly
• Action oriented with the ability to prioritize competing tasks while meeting deadlines and achieving desired results
• Knowledge of MMARS, COMMBUYS and the Commonwealth Information Warehouse is helpful.
• Strong organizational, planning, and project management skills
• Flexible, responsive and eager to learn
• Excellent interpersonal and effective communications skills
• Information gathering and monitoring skills
• Problem analysis and problem-solving skills
• Judgment and decision-making ability even in situations of ambiguity
• Demonstrate initiative, cultivates innovation; self-motivated with attention to detail, accuracy, and quick turn-around time for completing tasks
• Confidentiality
• Team player
• Adaptability and willingness to live the Sourcing vision and mission at all times
• Possess business insight and experience in procurement, purchasing, and / or public service

Please attach a cover letter indicating your interest in this position with your on-line application. Submissions without a cover letter may not be considered.

The Operational Services Division values staff diversity and contributions to an inclusive working and learning environment.

DEI Value Statement

Diversity, Equity, and Inclusion are integral to the Operational Services Division’s (OSD's) mandate to oversee transparent and equitable practices through a variety of public services and programs within the Commonwealth of Massachusetts.

OSD commits to cultivating and nurturing a diverse workforce, which is reflective of the communities we serve and recognized as our greatest strength.

Diversity, Equity, and Inclusion are our core principles, guiding us in who we aspire to be in our business operations and partnerships.

Qualifications

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS :

Applicants must have at least (A) four years of full-time or equivalent part-time experience in one or multiple areas of the following, as required by the assignment : office management or administration, finance, accounting, purchasing, or human resources or (B) any equivalent combination of the required experience and the substitutions below.

Incumbents may be required to possess a current and valid motor vehicle driver's license at a class level specific to assignment.

Substitutions :

I. An Associate's degree with a major in public or business administration, human resources, accounting, business management or other related degree may be substituted for one (1) year of the required experience.

II. A Bachelor's degree or higher in with a major in public or business administration, human resources, accounting, business management or other related degree may be substituted for two years of the required experience.

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.

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