Executive Assistant

The Bureau Director Office under the Massachusetts Department of Public Health (DPH) is seeking a dynamic Executive Assistant. This role will play an essential role in driving administrative efficiency and fostering seamless communication between Senior Leadership, their support teams, and external stakeholders. This position supports high-level operations and workforce development initiatives within a dynamic healthcare setting. With a focus on managing sensitive information and ensuring the completion of cross-hospital projects, the Executive Assistant provides invaluable coordination, research, and analytical support to advance the Bureau's mission.

This role offers a unique opportunity to engage with senior decision-makers, contribute to meaningful public health initiatives, and develop solutions that improve organizational processes. The Executive Assistant will serve as a trusted resource, leveraging exceptional organizational and communication skills to enhance collaboration across diverse teams while embodying discretion and professionalism. Travel to public health hospital locations will provide valuable on-site engagement, making this position ideal for candidates passionate about advancing healthcare excellence through dedicated administrative leadership.

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Provide comprehensive executive administrative support to the Bureau Director and staff, facilitating seamless communication and coordination across multiple teams and external agencies.
• Act as a liaison between the Bureau Director, Senior Leadership, and various stakeholders by delivering critical information, drafting responses, following up on assignments, and ensuring timely project completion.
• Conduct research, compile and analyze data, prepare detailed reports, and develop recommendations and presentations for the Bureau Director or designee.
• Attend meetings, document minutes, prepare reports, and manage confidential records related to sensitive matters, such as personnel issues, disciplinary actions, and organizational changes.
• Assist in workforce development and Reduction in Force processes by organizing and maintaining comprehensive tracking systems and providing analytical support.
• Offer backup administrative support to Executive Office Managers during confidential meetings, ensuring accurate record-keeping and follow-through on decisions.
• Develop, proofread, and maintain professional documents, including reports, presentations, policies, and forms, while managing electronic communication systems to improve efficiency.
• Coordinate logistics for meetings and events, including legislative visits, tours, and high-profile engagements for the Bureau and Senior Leadership.
• Serve as the Travel Liaison for the Bureau, managing travel logistics, expense tracking, and reimbursement processes for in-state and out-of-state travel.
• Partner with senior leadership to create and implement procedures, program evaluations, and guidelines to achieve agency objectives while contributing to special projects and strategic initiatives.

Required Qualifications:

• Demonstrated ability to adapt to changing situations, meet emergencies, and address evolving program requirements.
• Proficient in gathering, analyzing, and assembling information in accordance with established procedures and guidelines.
• Skilled in maintaining confidentiality and exercising sound judgment when handling sensitive information.
• Strong written and verbal communication skills, including the ability to write concisely, present ideas logically, and provide clear instructions.
• Adept at understanding, explaining, and applying relevant laws, regulations, policies, and procedures.
• Experienced in preparing and utilizing charts, graphs, tables, and reports to convey in