Administrative Assistant II

Commonwealth of Massachusetts; Boston (MA); On-site; USD 64,000 - 94,000; Full time

Job summary

The Commonwealth of Massachusetts is seeking an Administrative Assistant II to provide professional front desk and administrative support to MassDOT's Executive Office. This 100% in-office role requires discretion, organization, and superb customer service in interactions with leadership and external stakeholders.

Key duties include greeting visitors, managing calendars, coordinating meetings, handling calls and emails, preparing reports, maintaining files, and ensuring smooth daily operations

Qualifications

• Associate’s degree or higher in business administration, business management or public administration may substitute for up to two years of required experience.
• Associate’s degree or higher in other majors may substitute for up to one year of required experience.
• Education toward such a degree will be prorated on the basis of the proportion of requirements completed.

Responsibilities

• Greets visitors and provides access and directions in a professional front-office environment.
• Manages calendars, meetings, and scheduling, and prepares meeting materials.
• Handles calls, emails, and general inquiries; routes matters to appropriate staff.
• Maintains organized files and tracking tools to support office operations.
• Provides on-the-job training and direction to employees as assigned.

Skills

Executive calendar management

High volume call management

Document preparation for c-suite

Education

Associate’s degree in business administration

Higher degree substituted for required experience

Job description

An Official website of the Commonwealth of Massachusetts

Job Description - Administrative Assistant II (260005O4)

Job Description

Description

Position Summary

The Administrative Assistant II provides professional front desk and administrative support to the Massachusetts Department of Transportation Executive Office. Under general supervision, the incumbent serves as a primary point of contact for visitors, employees, agency leadership, and external stakeholders, ensuring a welcoming, professional, and efficient front-office environment. The incumbent must exercise a high degree of professionalism, discretion, organization, customer service, and attention to detail when interacting with agency leadership, employees, external stakeholders, and the public.

This position is 100% in office and has no remote work flexibility.

Duties and Responsibilities

• Serves as the primary point of contact for employees, visitors, customers, vendors, and external stakeholders, providing professional, courteous, and responsive customer service.

Greets and assists visitors, provides appropriate access and direction, and maintains a professional and welcoming front-office environment.

Manages incoming telephone calls, emails, priority communications, correspondence, and general inquiries; responds to requests and directs matters to the appropriate staff or office.

Reviews, analyzes, compiles data and prepares reports for the executive office.

Provides on-the-job training and orientation for employees.

Provide supervision and direction to employees.

Oversees and coordinates the activities of subordinates in connection with the preparation and implementation of reports, communications and documents.

Handles sensitive and confidential information with appropriate discretion and maintains confidentiality in accordance with agency requirements.

Coordinates calendars, meetings, appointments, conferences, and other office activities, including scheduling, preparing meeting materials, and maintaining accurate schedules.

Coordinates office supplies, equipment, and general office needs; monitors inventory and initiates replenishment requests as needed.

Receives, sorts, distributes, and processes incoming and outgoing mail, packages, deliveries, and other materials.

Maintains organized electronic and physical files and ensures records and documents are properly stored and accessible.

Maintains calendars, tracking logs, spreadsheets, databases, visitor information, and other administrative tracking tools to support efficient office operations.

Identifies administrative issues and takes appropriate action to resolve them or refers more complex matters to the appropriate supervisor or staff member.

Assists with general administrative and operational activities in support of the Secretary's Suite and General Services functions, as assigned.

Performs other related duties as assigned.

Preferred Qualification

• Executive calendar management, high volume call management, document preparation for c-suite level.

About MassDOT

The 4,000+ employees of Massachusetts Department of Transportation (MassDOT) take great pride in connecting the Commonwealth’s residents and communities. MassDOT is responsible for developing, implementing, and coordinating transportation policies and projects for the Commonwealth of Massachusetts and to efficiently plan, design, construct, and maintain a safe statewide transportation system which effectively meets the transportation needs of the Commonwealth. Information about MassDOT’s inclusive culture and career opportunities can be found at mass.gov/massdot-careers .

MassDOT’s divisions include Highway, Registry of Motor Vehicles, Aeronautics, and Rail & Transit. Headquarters (Planning & Enterprise Services) provides business and administrative support and policy leadership for each of the four (4) divisions.

Qualifications

Official Title : Administrative Assistant II

Substitutions

I. An Associate‘s or higher 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. An Associate‘s of 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.

• For questions regarding the job posting, please email the MassDOT Talent Acquisition Team at [e-mail].
• For general questions regarding MassDOT, call the Human Resources Service Center at 857 ‑ 368 ‑ 4722.
• For a disability ‑ related reasonable accommodation or alternative application method, call the ADA Coordinator, Lucy Bayard, at 857 ‑ 274 ‑ 1935.

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.

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.

Primary Location

United States-Massachusetts-Boston-10 Park Plaza

Job

Administrative Services

Agency

Massachusetts Department of Transportation

Schedule

Full-time

Shift

Day

Job Posting

Aug 28, 2026, 8:25:53 PM

Number of Openings

1

Salary

64,038.58 - 93,606.43 Yearly

If you have Diversity, Affirmative Action or Equal Employment Opportunity questions or need a Reasonable Accommodation, please contact Diversity Officer / ADA Coordinator : Derrick Mann - 8573688541

Bargaining Unit : DOT

Confidential : No

Potentially Eligible for a Hybrid Work Schedule : No