Job Description

　　Executive Assistant /Office Administrator - Group Insurance Commission

　　About the Agency:

　　The Group Insurance Commission (GIC) seeks to hire an Executive Assistant to collaborate with and support the GIC Executive Director and other members of the GIC leadership team in the management of the agency. The GIC administers the Commonwealth's health, life, long-term disability, dental and vision insurance programs. The position is located in Boston, MA.

　　The Group Insurance Commission (GIC) was established by the Legislature in 1955 to provide and administer health insurance and other benefits to the Commonwealth's employees and retirees, and their dependents and survivors. The GIC also covers housing and redevelopment authorities' personnel, participating municipalities, and retired municipal employees and teachers in certain governmental units.

　　About the Position:

　　This position is assigned to the Executive Department and provides first-line administrative, planning and organizational support to Executive Director, and also provides office management support to the agency. The position requires excellent interpersonal skills and tact to interact with GIC Commissioners, senior administrators, key figures in local and state government, and the GIC members. The fast-paced department environment requires this person to be able to perform duties under pressure and with strict deadlines. At present this position will work on a hybrid basis with some time working in the GIC office in Boston and some time working remotely.

　　Major Responsibilities:

　　The Executive Assistant position directly reports to the Executive Director. This position may work with other department directors as well as the agency's senior leadership.

　　Responsibilities will include but are not limited to:

　　1. Provide administrative support to Executive Director and members of senior staff.

　　2. Manage all scheduling and calendar management for the GIC Executive Director and cross agency meetings

　　3. General administrative duties, such as copying, scanning, answering phones, etc.

　　4. Maintenance of the executive department files (electronic and paper) and organization of files

　　5. Prepare materials and logistical backup for the Executive Director as needed.

　　6. Draft, edit and proofread correspondence and other documents being distributed from the Executive Director (in conjunction with others as needed)

　　7. Preparation for Commission Meetings in coordination with Communications team including compiling meeting documents from Directors, Commissioners and outside meeting participants. Distributing and publishing the Commissioners packets; hybrid meeting preparation including virtual meeting set-up and coordination, room scheduling and set up; clean up and follow up work as needed.

　　8. Administratively support the Chair and other members of the Commission.

　　9. Coordinate overall office management and support.

　　10. Work cross functionally with other departments such as Human Resources, Finance and Communications to support projects

　　11. Participation on internal committees to promote employee engagement

　　12. Work with Project Manager to coordinate the day-to-day activities of projects, including organizing meetings, monitoring and tracking project deliverables and manage project-related tracking tools, files and materials

　　13. Attend meetings as requested, and maintain detailed notes of meeting deliverables, action items, etc.

　　14. Facility management duties including serving as liaison with outside GIC equipment vendors, maintaining office supplies orders and working with other Commonwealth agencies to resolve GIC facility-related issues as they arise

　　15. Utilize the Commonwealth's procurement system to place and monitor orders for equipment and supplies required by the agency

　　16. Other duties as assigned

　　Preferred Qualifications

　　Ability to work with poise in a fast-paced, highly professional environment.Comfortable working with high level officials/C-levelCurious to learn new topics and ability to learn new topics quicklyAttention to detail and accuracyExcellent organizational skillsExcellent written and verbal communications skills, including ability to communicate in a precise, understandable manner and ability to communicate concisely, clearly and provide information in a logical sequenceHigh level of comfort using software and technology Experience using the Commonwealth's CommBuys system a plus Ability to manage multiple projects simultaneously and meet tight deadlinesAbility to work autonomously once a process is learnedCritical thinker and problem solver.Experience in handling confidential and strategic information; ability to exercise discretion in handling such information; and knowledge of how to handle information protected under HIPAA; ability to exercise sound judgmentAbility to establish rapport and maintain harmonious working relationships with othersUnderstanding of health insurance and related employee benefits, particularly in Massachusetts a plus.Ability to work in a visible public environment with multiple entities and priorities.Ability to interact with the public in an appropriate manner.Experience with office or facility-management activities

　　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.