Administrative Manager

Commonwealth of Massachusetts; Worcester (MA); On-site; USD 75,000 - 110,000; Full time

Job summary

The Cannabis Control Commission is seeking an Administrative Manager to lead the day-to-day administration of the Executive Office in Worcester. You will design and own processes for scheduling, correspondence, and case management for Commissioners and the Executive Director, including public meeting run-of-show and follow-up.

Responsibilities include coordinating meetings with external stakeholders, ensuring Open Meeting Law compliance, producing agendas, and supervising the Executive Assistant

Qualifications

• Strong written communication with staff, commissioners, and external parties.
• Clear and concise cross-group communication.
• Ability to build relationships with integrity and professionalism.
• Ability to handle confidential information discreetly.
• Take responsibility for timely, quality work and goal achievement.

Responsibilities

• Design, document, and maintain processes for scheduling, correspondence, and routing of documents for the Executive Director and Commissioners.
• Develop scheduling protocols for meeting requests and speaking invitations.
• Own intake and case management for Commissioner requests with assistants logging and managing cases.
• Monitor request status, escalate stalled cases, and collaborate with leadership to resolve them.
• Receive speaker requests from Communications and schedule them.
• Coordinate scheduling for the Executive Director and Commissioners with external stakeholders.
• Pool staffing for on-site engagements and coordinate with other departments.
• Provide backup support to the Executive Director and Commissioners when assistants are unavailable.
• Set metrics for the Executive Office and drive process improvements.
• Keep documentation current and cross-train assistants.

Skills

Written communication

Stakeholder relations

Discretion & confidentiality

Integrity & professionalism

Job description

JOB SUMMARY

Under the direction of the Chief of Staff, the Administrative Manager is responsible for the day-to-day administration of the Executive Office, which supports the Chair, Commissioners, and Executive Director. The Administrative Manager designs and owns the processes that govern the Executive Office's work, including scheduling, handling Commissioner requests, public meeting production, and manages the Executive Assistant(s). The Administrative Manager serves as the central coordinator for public meeting production, including the run of show and follow-up after each meeting.

CORE RESPONSIBILITIES

Executive Office Administration:

• Design, document, and maintain processes for scheduling, correspondence, and routing of the Executive Director's documents;
• Develop scheduling protocols for meeting requests, speaking invitations, and other demands on the Executive Director and Commissioners;
• Design and own the process for Commissioner request intake and case management, with the Executive Assistants logging requests and managing cases day to day;
• Monitor the status of requests, serve as the escalation point when a case stalls, and work with the receiving team's leadership to resolve it;
• Receive accepted speaker requests from Communications and schedule them;
• Own scheduling and meeting logistics for the Executive Director and Commissioners with external stakeholders;
• Coordinate staffing for on-site engagements, in coordination with other departments, by determining coverage needs and assigning Executive Assistant support;
• Provide backup support to the Executive Director and Commissioners when the Executive Assistant(s) are unavailable;
• Set metrics for the Executive Office, measure outcomes, and continuously improve its processes; and
• Keep documentation current and cross-train the Executive Assistant(s).

Public Meeting Production:

• Attend agenda-setting meetings with the Chair, the Executive Director, and senior leadership, record agenda items, and gather input to ensure that the meeting calendar and agendas comply with the Open Meeting Law;
• Develop agenda item content and presentation materials;
• Own the production calendar for public meetings and enforce internal deadlines;
• Post public meeting notices and agendas;
• Coordinate the board book process and direct the Executive Assistants' role in the process;
• Communicate room setup needs, including dates, layouts, and audio-visual requirements, to Operations/Facilities, and communicate technical needs to IT;
• Direct the Executive Assistant(s) on the production team for hybrid meetings, including management of the online feed and slide deck;
• Lead pre-meeting run-of-show sessions, confirming time allocated for each agenda item with the presenting team, and lead post-meeting debriefs; and
• Record meeting action items and follow-ups from meetings and track items to completion.

OTHER DUTIES AND RESPONSIBILITIES

• Work on-site at the Worcester headquarters four (4) days per week
• Support off-site engagements and public meetings, which may fall outside standard hours.
• Maintain the highest standards of personal, professional and ethical conduct and support the Commission's goals for a diverse and culturally aware workforce; and
• Perform special projects and other related duties as assigned by the Chief of Staff.

SUPERVISORY RESPONSIBILITIES

The Administrative Manager will supervise the Executive Assistant(s). Supervisory responsibilities include:

• Assigning work, establishing coverage, and setting performance expectations;
• Conducting performance reviews; and
• Mentoring and developing the Executive Assistant(s).

PROFESSIONAL EXPECTATIONS

• The Cannabis Control Commission expects all employees to model: Commitment to its Mission, Vision, and Values
• Contributions Toward Meeting Organizational Goals and Objectives
• A High Level of Integrity, Collaboration, and Professionalism
• A Culturally Sensitive, Inclusive, and Accountable Workplace Environment
• Working Respectfully with Others, Supporting Diverse Perspectives, and Upholding Organizational Values
• Transparent, Meaningful, and Effective Communication

COMPETENCIES, SKILLS, AND ATTRIBUTES

• Must possess strong written communication skills to communication clearly with Commission staff, Commissioners, and external parties;
• Ability to communicate clearly and concisely with individuals within and outside the Commission;
• Ability to build constructive working relationships characterized by a high level of acceptance, integrity, cooperation, and mutual regard;
• Ability to earn the trust, respect, and confidence of Commissioners, co-workers, and stakeholders through honesty, forthrightness, and professionalism;
• Ability to exercise discretion and maintain the confidentiality of sensitive information and communications;
• Ability to accept personal responsibility for the quality and timeliness of work, and for meeting expectations;
• Ability to seek opportunities to resolve problems, achieve goals, or o