Executive Assistant

Position: Executive Assistant

Location: Boston, 02110- (Hybrid)

Type: 6 months possible ext

Summary

Seeking Administrative Assistant in the Division of Licensing. The Division works in conjunction with the Commission’s Investigation and Enforcement Bureau to issue licenses and registrations. Reporting to the Licensing Division Chief, the Licensing Administrative Assistant will be responsible for high-level administrative support for the Division. This includes responding to emails and calls, coordinating meetings, compiling meeting materials, and serving as the primary point of contact for licensing verification requests. The role requires advanced organizational skills, attention to detail, and a dedication to customer service.

Responsibilities

• Answer phone calls to assist with licensing inquiries.
• Monitor and organize multiple e-mail inboxes as well as incoming faxes.
• Create and maintain electronic and physical filing systems, including data entry and spreadsheet updates.
• Coordinate all incoming and outgoing Licensing mail, packages, and deliveries. Including FedEx and UPS packages.
• Schedule meetings, compile and distribute meeting materials on behalf of the Licensing Manager or Division Chief.
• Draft and distribute correspondence, meeting coordination and filing/copying/scanning licensing forms or materials.
• Assist with travel arrangements for property visits, meetings, and conferences. Reserve state vehicle. Prepare documentation and expense reports as necessary.
• Coordinate purchases and procurements with the finance team.
• Assist the Licensing Intake Officer in maintaining the archive filing system for all paper applications.
• Perform additional duties as assigned by the Licensing Manager or Division Chief.

Skills and Qualifications:

• Detail-oriented with excellent organizational and time management skills. Able to complete time-sensitive tasks and projects with little or no guidance.
• Strong verbal and written communication skills.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat Pro, as well as a willingness to learn and use other software.
• Exercises professionalism in dealing with diverse groups of people.
• Able to maintain confidentiality and handle sensitive information.
• Able to work independently as well as part of a team.

Requirements:

• High-school diploma or equivalent is required.
• Minimum of two (2) years of experience supporting high-level executives. Preference to candidate with experience supporting a team or division.