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Executive Assistant
Category: Other
  • Your pay will be discussed at your interview

Job code: lhw-e0-90654406

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State of Massachusetts

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  Job posted:   Thu Jun 7, 2018
  Distance to work:   ? miles
  13 Views, 0 Applications  
Executive Assistant
*This Position Is Deemed Confidential.*
The Department of Veterans Services is seeking an Executive Assistant to provide high-level administrative support to the Secretary and senior staff in a setting that requires the ability to handle a range of tasks under pressure in a dynamic environment. The ideal candidate is highly self-motivated, detail-oriented, extremely organized and exercises good judgment and discretion in a variety of situations.
Duties Include:
*Schedule Management*
The Executive Assistant arranges travel, accommodations, itineraries and all correspondence for the Secretary; c oordinate and schedule meetings, events, for the Secretary and Senior Staff; p lans, organizes and implements meetings, special projects, or other events; a ssists with the follow-up from meetings in a timely fashion including gathering feedback, scheduling follow-up meetings, preparing and sending information and correspondence, and informing interested parties of decisions made; and m aintain key internal and external contacts, and distribution lists.
Office Management
The Executive Assistant coordinates administrative projects such as large mailings, event invitations and RSVPs, all staff meetings, etc. and p erforms general office duties such as ordering supplies and maintaining records management database systems.
Information Preparation
The Executive Assistant prepare, review, proofread, and edit correspondence for signature; compile data for reports, create presentations; r ead and analyze incoming mail, reports, and other correspondence to determine their significance and plan their distribution; r espond to phone calls from a wide range of sources including Veterans, members of the Legislature, and the press; r eceive walk-in, written, telephonic, and e-mail inquiries; answer and/or refer to appropriate parties for action in a timely fashion.
The Executive Assistant must be comfortable in a fast-paced environment with multiple tasks and projects; a ble to organize and manage files, tasks, schedules and information; e nergetic and eager to tackle new projects and ideas; and a ble to listen and interpret instructions with little or no follow-up.
*Preferred Qualifications*
* Ability to communicate effectively both verbally and in writing.
* Possess good organizational skills.
* Knowledge of general office procedures and practices.
* Ability to operate general office equipment including computers, copiers, fax machines and scanning equipment.
* Ability to meet deadlines.
* Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
* Ability to exercise discretion in handling confidential information.
* Ability to establish and maintain harmonious working relationships with others.
* Ability to work independently and in teams.
* Experience with Microsoft Office Suite, emphasis with Excel and PowerPoint
* Candidate must speak fluent English.
* Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence.
* Ability to use proper grammar, punctuation and spelling.
* Ability to prepare documents and reports accurately.
* Ability to assist customers of diverse backgrounds.
* Ability to follow guidelines and procedures.
*About the Agency:*
The mission of the Department of Veterans' Services (DVS) is to be the primary advocate for the 380,000 veterans and their families in the Commonwealth. DVS administers the needs-based benefits program through municipal veterans' agents, funds annuity benefits to veterans, Gold Star parents, widows and spouses, provides state funding to nonprofit organizations offering homelessness, transitional housing and outreach to veterans, acts as a liaison for those veterans seeking federal assistance through the Veterans' Administration, and operates two veterans' cemeteries.
*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
Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.
For questions regarding this requisition, please contact DCS Central Office Human Resources at 1 (800) 393-9324.
* Applicants should submit a cover letter and resume for the Executive Assistant requisition. *
First consideration will be given to those applicants that apply within the first 14 days.
Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:
I. An Associate's or higher 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. An Associate'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.
Educational substitutions will only be permitted for a maximum of two years of the required experience.
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
**Job:** **Administrative Services*
**Organization:** **Department of Veterans Services*
**Title:** *Executive Assistant*
**Location:** *Massachusetts-600 Washington Street*
**Requisition ID:** *180003N5*

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