Executive Assistant

Who We Are: The Executive Office of Energy and Environmental Affairs (EEA) seeks to protect, preserve, and enhance Massachusetts’ environmental resources and create a clean energy future for all residents. Through the stewardship of open spaces, the protection of environmental resources, and the advancement of clean energy, EEA works tirelessly to make Massachusetts a wonderful place to live, work, and raise a family.   Our commitment to environmental justice ensures that every resident, regardless of background or location, can live in a safe, clean environment and shares equally in the benefits of the clean energy transition. The Massachusetts Department of Environmental Protection (MassDEP) is the state agency responsible for ensuring clean air, land, and water. Our work impacts every aspect of people's lives and is critical to the health and wellbeing of our residents and visitors. MassDEP is the lead agency for safe management of toxic and hazardous materials, promotion of waste reduction and recycling, preservation of the state's wetlands and coastal resources, air quality monitoring and pollution reduction, and so much more. Who We Are as an Employer: At EEA, we create meaningful, inclusive opportunities that empower our employees to make a real difference in shaping the environmental future of Massachusetts. We foster a workplace culture where diversity is valued, innovation is encouraged, and collaboration thrives. Our employees play a vital role in advancing sustainability, environmental justice, and clean energy solutions, ensuring a positive and lasting impact on Massachusetts and its residents. Description: MassDEP seeks applicants for the position of Executive Assistant to the Commissioner. This position reports directly to the Commissioner of MassDEP under the daily supervision of the Chief of Staff and serves as primary support for the Commissioner. Key responsibilities included managing Commissioner’s schedule and handling a variety of administrative tasks, such as submitting travel-reimbursements, note-taking at select meetings, preparing and printing meeting materials, and securing necessary signatures, and supporting public records requests for the Commissioner’s Office. The role is expected to be on site, routinely Monday through Thursday from 9am to 5pm and requires a high level of professionalism and strict confidentiality, as well as the ability to manage varied work assignments in a high-volume, fast-paced executive office. Some in-state travel is required. Duties include, but are not limited to, the following: * Day to Day Management: Provide high level executive / administrative support to the Commissioner, Chief of Staff and Senior Staff. Assist in the day-to-day management of the Commissioner’s Office, including the scheduling of meetings, maintaining briefing binder, and ensure that phone calls, emails or letters are responded to in an appropriate timeframe and professional manner. Manage the Commissioner’s schedule and manage the invites and materials for meetings (both internal and external). * Communications: Ensuring timely and professional responses to phone calls, emails, and letters directed to the Secretary’s office, reflecting the office’s priorities and ensuring stakeholders are addressed appropriately. Liaise with EEA and other departments for communications. * Organizing Meetings: Coordinating and managing the Commissioner’s calendar to ensure all appointments, meetings, and events are scheduled, prioritized, and met. Tracking and reporting on Commissioner travel and meetings. Booking flights, lodging, etc. for out-of-state travel. * Confidential Matters: Managing highly confidential information and maintaining the integrity of sensitive communications between the Commissioner, senior leadership, and external agencies and maintaining files, including those for high-level correspondence. * Correspondence and Note Taking: Coordinate and manage the Commissioner’s correspondence and meeting minutes as assigned. Reviewing and editing letters and emails as assigned. Manage talking points and background information tracker. * Respond to public records requests on behalf of the Commissioner’s Office, compiling responsive materials and communicating with requestors. * In consultation with the Chief of Staff, maintain and refine internal processes that support the Commissioner’s Office functions. * Organize team communications and plan events, both internal and off-site. * Other duties, as assigned Preferred Qualifications: * Proven ability to provide high-level administrative support to executive leadership in a fast-paced environment. * Excellent organizational and time management skills, with the ability to prioritize multiple competing assignments and meet deadlines. * Strong written and verbal communication skills, including drafting, editing, and proofreading correspondence. * Demonstrated ability to handle confidential and sensitive information with discretion and professionalism. * Experience managing complex executive calendars, scheduling meetings, and coordinating travel arrangements. * Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) and other office technology. * Strong attention to detail with the ability to produce accurate, high-quality work. * Experience coordinating meetings, preparing agendas and briefing materials, and recording meeting notes or minutes. * Excellent interpersonal and customer service skills, with the ability to build productive working relationships with internal and external stakeholders. * Ability to work independently, exercise sound judgment, and proactively identify and resolve administrative issues. * Experience supporting records management, public records requests, or similar administrative processes is preferred. * Ability to adapt to changing priorities while maintaining a high level of professionalism, flexibility, and responsiveness. First consideration will be given to those applicants that apply within the first 14 days. MINIMUM ENTRANCE REQUIREMENTS: * Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below. Substitutions: I. A Bachelor's 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. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.* III. A Bachelor'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. 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. Want the specifics? Explore our Employee Benefits and Rewards! An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role. Job: * Administrative Services Organization: * Department of Environmental Protection Title: Executive Assistant Location: Massachusetts-Boston-100 Cambridge Street Requisition ID: 260004V2