Executive Assistant to the COO

Lemuel Shattuck Hospital, operated by the Massachusetts Department of Public Health, is seeking an Executive Assistant to the Chief Operating Officer (COO). This position provides high-level administrative coordination and support to the COO and Administrative team while serving as a key liaison with senior leadership and hospital departments. The Executive Assistant facilitates communication, coordinates assignments and projects, and supports the COO in advancing hospital operations and organizational goals. Please note: 8-4pm, Monday – Friday, with weekends off Duties and Responsibilities (these duties are a general summary and not all inclusive): Provides high-level administrative coordination and support to the Chief Operating Officer (COO), managing daily priorities, schedules, meetings, and short- and long-term activities of the COO’s office. Serves as a key liaison between the COO and hospital leadership, managers, department heads, central office staff, external agencies, and the public to facilitate communication, coordinate activities, address operational matters, and appropriately upscale issues to the COO and/or CEO. Independently manages projects and assignments for the COO, conducting research and evidence-based reviews, gathering and analyzing information, monitoring progress, and developing timely, presentation-ready deliverables and recommendations. Provides complex and confidential administrative support, including drafting correspondence for the COO’s signature and preparing reports, forms, manuals, spreadsheets, presentations, and other executive-level materials. Coordinates executive and leadership meetings, including agendas, materials, scheduling, room arrangements, notifications, meeting logistics, and follow-up; attends committees and subcommittees, prepares and distributes minutes, and tracks outstanding action items. Participates in daily meetings with the COO to review schedules, priorities, projects, operational issues, and emerging needs, and follows up with appropriate staff to ensure timely completion of assignments. Serves as the Hiring Manager Assistant (HMA) for the COO, coordinating and tracking personnel onboarding and offboarding activities through the designated automated system. Coordinates conference room and shared meeting space scheduling and provides administrative support for meetings and events. Utilizes Microsoft Word, Excel, PowerPoint, and related applications to develop and maintain professional documents, reports spreadsheets, and presentations. Maintains a high level of professionalism, discretion, and confidentiality and performs other related duties and special projects as assigned. Required Qualifications: Applies knowledge of methods for gathering, analyzing, organizing, and presenting information, including the preparation of reports, charts, graphs, and tables. Interprets and applies applicable laws, regulations, policies, procedures, and established practices governing assigned responsibilities. Analyzes information from records, documents, and individuals to determine applicability, draw conclusions, identify issues, and develop appropriate recommendations. Organizes and maintains accurate records and information in accordance with established procedures, formats, and requirements. Communicates effectively in both written and verbal form, with the ability to prepare clear, concise, and logically organized reports, correspondence, instructions, and other materials. Coordinates and supervises work effectively, including assigning and reviewing work, evaluating performance, identifying training needs, motivating staff, and addressing performance or disciplinary matters as appropriate. Builds and maintains positive, collaborative working relationships and establishes rapport with individuals at all levels. Exercises sound judgment and discretion when handling confidential information, sensitive matters, and organizational issues. Adapts readily to changing priorities, varying situations, and urgent or emergency operational needs. Preferred Qualifications: Experience with laws, rules, and regulations governing the state personnel system. Understands state budgetary processes and procedures related to positions, salaries, and personnel services. Applies familiarity with laws, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities. Understands state purchasing and requisitioning procedures for supplies, equipment, and related resources. Demonstrates knowledge of state accounting and budgetary practices, including applicable terminology and processes About the Lemuel Shattuck Hospital: Lemuel Shattuck Hospital is a fully Joint Commission accredited teaching facility that provides acute, subacute, and ambulatory care to patients referred by public agencies and private sector providers. Shattuck Hospital’s services help economically and socially disadvantaged patients to get high quality, cost-effective care from a staff that respects their dignity. Located in the heart of Boston’s Jamaica Plain neighborhood, the Shattuck Hospital includes 248 inpatient beds including 95 Psychiatric beds and 29 Correctional Health beds. In addition, the Shattuck has a full outpatient clinic with many specialties that offers treatment to patients of the Department of Mental Health as well as Department of Correction and House of Correction inmates and community patients. The Shattuck hospital is on the forefront of substance use disorder treatment including a Suboxone clinic serving 200 patients. In addition to direct medical services LSH hosts and supports an array of services located on the campus, serving patients struggling with addictions and homelessness. Learn more: Pre-Offer 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. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website. ADA Reasonable Accommodation: If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests For questions regarding this requisition, please contact the Executive Office of Health and Human Services, Human Resources at View phone number on click.appcast.io Ext. #4 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) 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-requested 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. Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range 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! Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza. An Equal Opportunity / Aff… 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. #J-18808-Ljbffr Massachusetts Department of Public Health