Administrative Manager – Public Meetings & Ops (Hybrid)

Mass; Canal District (MA); On-site; USD 97,000 - 122,000; Full time

Job summary

Cannabis Control Commission in Worcester, MA seeks an Administrative Manager to lead day-to-day administration of the Executive Office, design processes, and manage scheduling, commissioner requests, and public meeting production.

You will supervise the Executive Assistants, coordinate hybrid public meetings, ensure Open Meeting Law compliance, and drive continuous improvement. This on-site role requires four days per week at the Worcester headquarters and occasional travel.

Qualifications

• 5+ years of experience in office administration, executive support, or project management.
• 2+ years in a supervisory or lead role.
• Experience designing or improving administrative processes and training staff to follow them.
• Experience coordinating public meetings, board processes, or similar multi-stakeholder events.
• Proficiency with Microsoft 365, including Outlook calendars, Teams, and SharePoint, and with scheduling and document management tools.
• Ability to work on site at the Worcester headquarters four days a week, with travel to other Commission locations and off-site events as required.
• Familiarity with Open Meeting Law and public records requirements preferred.
• Experience producing hybrid meetings, including online feeds and slide decks, a plus.

Responsibilities

• 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).
• Attend agenda-setting meetings, record agenda items, and ensure compliance with 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, confirm time allocations, and lead post-meeting debriefs; and Record meeting action items and follow-ups from meetings and track items to completion.

Skills

Office administration

Supervisory experience

Process design

Public meetings

Microsoft 365

Tools

Microsoft 365

Job description

Cannabis Control Commission in Worcester, MA seeks an Administrative Manager to lead day-to-day administration of the Executive Office, design processes, and manage scheduling, commissioner requests, and public meeting production.

You will supervise the Executive Assistants, coordinate hybrid public meetings, ensure Open Meeting Law compliance, and drive continuous improvement. This on-site role requires four days per week at the Worcester headquarters and occasional travel.