About MassDevelopment:
MassDevelopment, the state’s development finance agency and land bank, works with businesses, nonprofits, banks, and communities to stimulate economic growth across the Commonwealth.
MassDevelopment is committed to achieving three goals: stimulating business, driving economic growth, and helping communities across Massachusetts, all seen through the lens of access, diversity, equity, and inclusion. We strive to provide a work environment that celebrates difference and is free of implicit and explicit bias; an environment that recognizes the thoughts and contributions of every colleague as crucial to our collective success.
Job Location:
Boston, MA
Hybrid Schedule:
Minimum two days worked in-person
Reports To:
Executive Vice President of Finance Programs
Job Overview:
Reporting to the Executive VP of Finance Programs, the Administrative Assistant will play a crucial role in supporting our finance program managers and officers. This position entails engaging with external constituents and internal stakeholders at all levels. The role demands independent judgment to efficiently plan, prioritize, solve problems, and organize daily tasks.
Responsibilities:
- Type, scan, edit, and format a variety of documents, including correspondence and reports.
- Provide administrative support for the department, including mailings, copying, and scanning.
- Edit and format writeups for Investment Banking. Create GIS maps for monthly board books and find pictures for staff.
- Prepare monthly TEFRA hearing emails for Bond transactions. Update the mail/email database for Massachusetts Mayors and Select boards.
- Maintain electronic filing systems for Investment Banking projects and Continuing Disclosure. Track closing documents from Bond Counsel and enter CDs/USBs into the system.
- Retrieve information from electronic files and transfer it to USB drives or the SharePoint as requested.
- Ensure timely submission of documents or information to complete major projects.
- Prepare and track invoices for payment, securing approval signatures and budget numbers.
- Manage conference requests, including pricing, approval signatures, and invoice handling.
- Arrange travel, including flights and accommodations.
- Provide back-up coverage for the receptionist during lunch breaks, once a week, and as needed.
- Coordinate Quarterly Committee meetings, offering clerical support and recording minutes.
- Prepare documents and meeting books for Advisory Board Meetings, including recording and preparing minutes.
- Compile the FP Weekly report for the Executive VP using data from Investment Banking, Lending, and Green Finance.
- Coordinate calendars and schedule meetings.
- Perform corrective editing, prepare meeting PowerPoints, and fulfill other assigned duties.
Competencies:
- Understanding of workplace concepts related to diversity, equity, inclusion, access, belonging, and anti-oppression.
- Mininimum of a high school diploma or GED and 5+ years of office experience, or an associate’s or bachelor's degree with 3 years of experience working in an administrative role within an office environment.
- Skilled in Office 365 Suite
- Strong interpersonal and teamwork skills, with the ability to prioritize and mange multiple tasks within a busy environment
- Excellent clerical and organizational skills, with the ability to take minutes effectively.
- Ability to work independently and make sound decisions with minimal supervision.
- Strong attention to detail and accuracy, with excellent time management skills.
Benefits:
MassDevelopment offers a robust and generous benefits package. In addition to standard benefits, highlights include:
- Student Loan Reimbursement
- Tuition reimbursement
- Premium Medical and Dental Coverage
- Employer Contributions to Retirement Savings Plans
- 7.5% employer contribution into a 401(a) Defined Contribution Plan
- 457(b) with employer match of up to 5%
- Fitness/Wellness Reimbursement
- Transportation Reimbursement