Job Description

　　The Office for Refugees and Immigrants (ORI) has an exciting career opportunity for a motivated and experienced Executive Assistant to provide high-level support to the agency Executive Director and assist the Chief of Staff, Chief Operating Officer and Director of Strategic Initiatives as needed. In supporting the Executive Director and ORI senior leadership, the Executive Assistant serves as the administrative liaison, coordinates meeting requests, screens phone calls, delegates assignments and follows up on information requests, triaging time sensitive questions and information as needed.

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

　　Serves as the Administrative liaison between the Executive Director and other agency heads relaying information, assignments and projects.Develops and implements, and provides on-going evaluation of systems, procedures and resources to meet the operational needs of ORI and to accomplish its agency program objectives and goals.Provides the Executive Director with background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conference calls, etc.Collects and coordinates briefing materials for Executive Director meetings; assists with advance work and preparation of meetings including researching, briefing, and reporting on applicable material, as requiredAct as a liaison with various private, local, State and Federal agencies and other entities on behalf of the Executive Director, when relevant, to exchange information and correspondence.

　　Required Qualifications:

　　Knowledge of the principles and practices of human resource management including behavioral techniques, planning, forecasting, organizational development, etc.Knowledge of work simplification methods.Knowledge of the methods used in the preparation of charts, graphs and tables and general report writing. Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.Ability to gather information by examining records and documents and by interacting with individuals.Ability to assemble items of information in accordance with established procedures.Ability to maintain accurate records.Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.Ability to follow written and oral instructions, and give written and oral instructions in a precise, understandable manner.Ability to establish rapport and maintain harmonious working relationships with others.Ability to deal tactfully with others.Ability to adjust to varying or changing situations to meet emergency or changing program requirements.Ability to exercise sound judgment and discretion in handling confidential Information.Knowledge of computer applications, including Word, Excel, PowerPoint, Access, and Internet based programs.

　　Preferred Qualifications:

　　Knowledge of the types and use of agency formsKnowledge of the state and agency procedures and guidelinesKnowledge of the laws, policies, procedures governing the unit's activities.Knowledge of the organizational structure and functions of the agency.Knowledge of the prior procedures for making and receiving agency phone calls.Knowledge of refugee programs and agencies.Experience working with diverse cultures and sensitivity to and understanding of cultural diversity issues.Excellent written and oral communication skills.Ability to develop strong working relationships and work collaboratively with diverse entities within public and private sectors.

　　About the Office for Refugees and Immigrants:

　　In 1985, the Massachusetts Office of Refugee Resettlement was designated by MA Executive Order to be responsible for refugee affairs in the state. In 1992, the state legislature established the Office for Refugees and Immigrants (ORI). The ORI Executive Director serves as the State Refugee Coordinator per the Refugee Act of 1980 and state law. The Office administers programs that provide direct services to clients through a network of resettlement agencies, faith-based organizations and ethnic community-based organizations, which have the capacity to serve the culturally and linguistically diverse needs of newcomer populations. To learn more about (ORI) please visit https://www.mass.gov/orgs/office-for-refugees-and-immigrants

　　Pre-Offer Process:

　　A criminal background check will be completed on the recommended candidate as required by the regulations the Executive Office of Health and Human Services set forth prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori

　　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.

　　If you require assistance with the application/interview process and would like to request an ADA accommodation, please click on the link and complete the Reasonable Accommodation Online Request Form

　　For questions, please contact the Office of Human Resources at 1-800-510-4122 and select option #2.

　　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-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.