Executive Assistant/Office Manager

About the Office of the Massachusetts State Treasurer and Receiver General (“Treasury”)

Our mission is to manage and safeguard the State's public deposits and investments through sound business practices for the exclusive benefits of our citizens, and perform these duties with integrity, excellence, and leadership. Additionally, we strive to provide economic opportunity, stability, and security for every Massachusetts resident.

We are committed to excellence in recruiting, hiring, and retaining diverse and qualified individuals. We value the culture of diversity and professionalism in the workplace, and strongly believe that our workforce should reflect our community. 

https://www.surveymonkey.com/r/FM68GFV

Purpose of the Job:

The Massachusetts State Retirement Board (MSRB) administers a defined benefit pension plan for all eligible Commonwealth employees, retirees, and eligible employees from other authorized  entities.

The Executive Assistant / Office Manager manages all aspects of administrative activities for Executive Director, Senior Management and members of the State Retirement Board. Coordinates and prepares monthly Board Meeting agenda, Pre-Board/Sub Committee materials, minutes of the meeting, briefing  materials, etc., as it relates to the Board and Board meetings. The position also serves as a constituent service liaison with oversight from the Executive Director.

This position also functions as the Office Manager related to the operations of MSRB's Boston & Springfield offices, 

 ESSENTIAL  FUNCTIONS

• Effectively draft and manage daily communications including correspondence, telephone and e-mail, and maintain scheduling obligations of the Executive Director and other Directors – ensure accurate spelling, grammar, punctuation, timeliness, and professional presentation.
• Coordinate and support, with other business unit managers all aspects of, monthly Board meeting briefing materials, agenda and pre­ Board meetings.  Must be available Board meeting prep week to prepare and executive all required materials timely and in good order.  In office schedule subject to change based on direction of Executive Director. Attend monthly Board preparation meetings and monthly Board meetings
• Prepare and ensure posting of monthly Board meeting notice.
• Prepare Board notices to applicants and agencies on matters coming before the Board and related to Board decisions.
• Prepare and maintain timely, accurate Board meeting minutes
• Execute required Board meeting follow-up activities:  prepare letters, PROSPER reporting, member follow up.
• Responsible for constituent and member customer service including telephone inquiries, internal and external referrals, data entry, correspondence, and fulfillment.
• Serve as point of contact with office building management
• Maintain office supplies, work with vendors for maintenance, upkeep and repair of