Executive Assistant / Program Coordinator

Description

The Massachusetts Gaming Commission (MGC) seeks to hire an Executive Assistant / Program Coordinator in the Investigations and Enforcement Bureau (IEB). Reporting to the Director of IEB, this position will be responsible for high-level administrative support of the IEB. This includes responding to emails and calls, coordinating meetings, compiling meeting materials, and working closely with the Gaming Enforcement Unit (GEU) Program Coordinator (PC) to support the Bureau. The role requires advanced organizational skills, attention to detail, discretion, and a dedication to excellence.

Duties and responsibilities include, but are not limited to, the following :

Schedule meetings and compile and distribute meeting materials on behalf of the IEB or Director of IEB

Draft letters and emails on behalf of the Director of IEB and other office personnel; proofread materials

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

Maintain the archive filing system for all paper documents

Assist with in-state travel and out-of-state arrangements for property visits, meetings, and conferences; reserve state vehicle; prepare documentation and expense reports as necessary

Maintain inventory of supplies for the IEB and place orders for goods and services for IEB and GEU personnel through appropriate channels

Coordinate purchases and procurements with the MGC Finance team

Ensure the operation of IEB office equipment by arranging for repairs and maintenance through appropriate channels

Arrange for visitors to IEB utilizing the Building Engines security software and reserve conference rooms for IEB and GEU personnel

Assist the GEU Program Coordinator with the onboarding of new GEU personnel by facilitating the completion of required paperwork

Maintain contact lists and personnel rosters for the GEU PC

Scan fingerprint cards for the GEU PC via the Livescan machine

Run credit reports and organize background application paperwork for the GEU PC

Uploading miscellaneous documents across electronic databases, including the MGC's SharePoint platform

Printing, copying, scanning, and faxing of hard copy files and materials

Attend meetings and take accurate minutes

Answer phone calls to assist with inquiries

Coordinate all incoming and outgoing IEB mail, packages, and deliveries, including FedEx and UPS packages

Act as liaison between the IEB / GEU and other professionals in the office

Perform additional duties as assigned by the Director of IEB.

Qualifications

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;
• Proactive in identifying issues and potential solutions;

Able to maintain confidentiality and handle sensitive information; and

Able to work independently as well as part of a team.

Experience, Education, and Training :

High School Diploma required. A bachelor's degree is preferred

At least 5 years' previous experience providing high-level administrative support or commensurate experience

Experience working in Massachusetts state government a plus

Our Benefits :

Hybrid work environment; MA State Retirement Plan (pension); a 9000 sq. foot on-site fitness center; tuition Remission for yourself and your spouse to MA Community Colleges and State Universities; medical, dental, vision, life, and disability insurance; deferred compensation 457(b) plan; flexible spending for healthcare, daycare, and transportation; 15 vacation days to start, 12 paid holidays, three personal days and 15 sick days per year.

The MGC offers a hybrid work environment and requires staff to work at least two days in the Boston Office. Based on business needs, additional in-office days may be required.

Salary is commensurate with experience.

The successful candidate must pass an extensive background check conducted by the Massachusetts State Police. It includes a full credit check, CORI (Criminal Offender Record Information), fingerprinting, drug test, reference checks, review of IRS Income Tax Transcripts for the last four years, and a Certificate of Good Standing from the Massachusetts Dept. of Revenue (DOR).

The Massachusetts Gaming Commission is responsible for the implementation of the expanded gaming law (Chapter 194 of the Acts of 2011) and regulatory oversight of G.L. chapter 23K (casino gaming), chapter 23N (sports wagering), and chapter 128A (horse racing). Under these laws, the Commission is tasked with establishing a regulatory framework for the solicitation, licensing, taxation, and oversight of a maximum of three casino licenses and one slots parlor only license, the provision of in-person and digital sports wagering, and the live and simulcasting of horse racing in Massachusetts.

It is the policy of the Massachusetts Gaming Commission and the Commonwealth of Massachusetts to afford equal employment opportunities to all qualified individuals, without regard to their race, color, ancestry, religion, sex, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, gender identity or expression, or any other characteristic or status that is protected by federal, state, or local law.

Official Title : Executive Assistant MGC

Primary Location

United States-Massachusetts-101 Federal Street - Boston

Unclassified

Agency

Massachusetts Gaming Commission

Schedule

Full-time

Shift

Job Posting

Feb 4, 2025, 3 : 18 : 07 PM

Number of Openings

Salary

71,474.00 - 92,377.00 Yearly

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Boniswa Sundai - 6179798493

Bargaining Unit : Non

Confidential : No

Potentially Eligible for a Hybrid Work Schedule : Yes