Executive Assistant to the Director of the Massachusetts eHealth Institute (MeHI), Massachusetts Tech Collaborative

Executive Assistant

Executive Assistant Duties:

The Executive Assistant to the Director of the Massachusetts eHealth Institute (MeHI) provides administrative support to the Division Director and MeHI staff. In addition, the Executive Assistant serves as Receptionist and Office Manager for the Boston office, and serves as a liaison between the Westborough and Boston offices of MassTech.

The Mass Tech Collaborative is a public economic development agency charged with strengthening the state’s innovation economy and fostering a more favorable environment for the formation, retention and expansion of technology-related enterprises in Massachusetts. MeHI is designated as the single State-wide entity responsible for the coordination and the dissemination of electronic health records in all Massachusetts provider settings networked through an interoperable heath information exchange. MeHI’s initiatives include the Regional Extension Center, Health Information Exchange and the Medicaid Electronic Health Records Incentive Payment Program. This position is based in MassTech’s Boston office.

RESPONSIBILITIES:
Under the direction of the MeHI Director, the Executive Assistant will:

1. Provide administrative support to the Director of MeHI and senior MeHI managers to include:
o Calendar maintenance and scheduling
o Drafting documents and letters
o Arranging conference calls and meetings with internal staff and external stakeholders
o Coordinating meeting logistics and recording and sharing meeting minutes
o Maintaining list of MeHI contacts and stakeholders
o Making travel arrangements
o Processing expense reports
2. Provide programmatic support for MeHI initiatives and projects to include:
o Creating, editing, printing and/or distributing presentation materials
o Processing invoices, purchase orders, contract items, check requests and related documents
3. Serve as department resource for administrative procedures and activities, and review administrative procedures to make recommendations for improved efficiency where needed
4. Assist MeHI managers and staff in coordinating projects and work process, and resolve intra-departmental operational problems in collaboration with Business Operations Manager
5. Work with other departments within MassTech, such as Legal, Accounting, Human Resources, and the Finance department in order to properly process paper work, invoices, contracts and other such work
6. Work with Director of Intra-Governmental Affairs on MassTech state house events, distribute materials at the State house and issue periodic communications to the legislature, the Governor’s office and other related state agencies
7. Manage the Boston Office to include the following:
o Liaising with IT staff at Westborough office to troubleshoot issues with computer, printers, and copiers
o Ordering and receiving office materials
o Distributing Boston Office mail including UPS and USPS
o Welcoming and directing visitors and staff
o Maintaining office kitchen and kitchen supplies
o Preparing schedule signage for conference rooms
o Managing the catering for meetings
o Collaborating with Executive Assistant to the CEO to provide adequate administrative coverage
8. Perform additional tasks that may be assigned from time to time by the CEO or her designee.

Qualifications:

Education
• Bachelor’s degree from an accredited college or university in business administration or related field

Experience
• Three or more years of experience in roles with increasing responsibility as an administrative professional in a professional office environment

Knowledge, Skills and Abilities
• Excellent PC skills and thorough knowledge of PC applications, e.g, Word, Outlook, Access, E-mail, spreadsheets, databases, PowerPoint, desktop publishing, and presentation packages
• Excellent oral and written communication skills
• Excellent customer service skills and the ability to successfully communicate with a variety of constituencies on behalf of the corporation
• Excellent organizational skills and attention to detail
• Demonstrated ability to prioritize work and flexibility to adapt to changing priorities
• Demonstrated ability to get up to speed quickly and work independently
• Knowledge of office equipment operations
• High level of organization and business acumen
• Ability to event plan and project manage while maintaining budgets and timelines
• Ability to work in the Westborough Office and attend external events as needed

Agency Web Address:

http://www.masstech.org

Diversity Officer:

N/A

An Equal Opportunity/Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.