MassDevelopment

Executive Assistant

MassDevelopment is accepting applications for an Executive Assistant for the Agency’s Boston office.

Offering a wide range of finance programs and real estate development services, MassDevelopment supports economic growth, development, and investment across all sectors of the Massachusetts economy: public, private and nonprofit; commercial, industrial, and residential. Our staff works in collaboration with developers, businesses, communities, and banks to identify investors and leverage funds to support economic growth.

Under the direct supervision of the President/CEO, the Executive Assistant is responsible for providing administrative support to the President/CEO and COO.

Core Components of the Position:

  • Responsible for managing the calendars and scheduling of the President/CEO and COO.
  • Responsible for executive correspondence.
    • Develops templates for congratulatory, acknowledgment, travel day participant, and daily correspondence.
  • Manages call sheet for President/CEO.
    • Reviews daily information and provides updated call sheet with status on all calls.
  • Maintains contact database for President/CEO and COO.
  • Maintains the tickler process for Executive Team and staff assignments.
  • Maintains organization of filing system for President/CEO and COO.
  • Compiles documents for travel-related meetings.
  • Prepares correspondence for review.
  • Creates and maintains project files. 
  • Prioritizes conflicting needs, handles priorities proactively, and follows through on projects to successful completion, often with deadline pressures.
  • Coordinates projects as assigned.
  • Attends meetings and drafts minutes.
  • Provides wide variety of clerical assistance, including answering telephones and recording detailed messages, photocopying, filing, etc.
  • Assists with managing the division’s budget, including tracking accounts and encumbrances.
  • Updates the External Events calendar.
  • Assists with organizing special events.
  • Handles confidential information with discretion.
  • Acts in accordance with the Commonwealth’s core values promoting respect, excellence, accountability, diligence, and personnel development.
  • Completes other projects and tasks as required.

Required Qualifications:

  • Associates Degree in Business Administration or completion of specialized secretarial coursework. Equivalent training and/or related professional experience may be sufficient.
  • Minimum 10 years of related professional experience.
  • Minimum 5 years of experience supporting senior management positions.
  • Ability to switch gears at a moment’s notice, multitask, prioritize, and work well under pressure.
  • Sufficient skill in typing, with ability to complete a minimum of 75 WPM accurately.
  • Excellent calendar management skills, including MS Outlook, Word, Excel, PowerPoint, and other software skills. EnAble experience is a plus.
  • Ability to take shorthand or note taking.
  • The position will require experience in each of the following areas:
    • Organization skills: Able to prioritize, organize, and complete numerous tasks under time constraints. Must have the capacity to balance both short- and long-term issues effectively and handle many simultaneous and often conflicting and changing priorities.
    • Strong interpersonal skills: Able to effectively communicate (in writing and verbally) with others in a professional, diplomatic, and positive manner and handle sensitive and confidential situations.
    • Communications skills: Requires strong business skills, written and verbal, including the ability to create written documents, in English, that are grammatically correct and use proper spelling.
    • Problem-solving skills: Able to logically think through and solve problems involving several variables. Remain objective in gathering information and investigating issues.

Please forward cover letter and resume to:
MassDevelopment
Attn: Human Resources
99 High Street, 11th Floor
Boston, MA 02110
or email to jobs@massdevelopment.com

This posting can close without notice.

Equal Opportunity Employer