Executive Assistant (Program Coordinator I)

Commonwealth of Massachusetts; Boston (MA); Hybrid; USD 67,000 - 98,000; Full time

Job summary

Commonwealth of Massachusetts seeks an Executive Assistant (Program Coordinator I) to coordinate and monitor assigned program activities within the Right of Way Bureau. The role supports the Director and Deputy Director, ensuring timely preparation of items for leadership and coordination with Legal, Engineering, and Finance sections.

The position requires at least two years of related experience or a qualifying degree, with strong ability to analyze data, manage records, and coordinate

Qualifications

• Two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration involving program management/coordination.
• Substitutions: Bachelor's degree in business administration/management/public administration may substitute for required experience; other majors may substitute for up to one year.
• Special Requirement: MA Class D Driver's License may be required depending on assignment.

Responsibilities

• Coordinate and monitor assigned program activities for the ROW Bureau; review data and provide support to agency personnel.
• Liaise between ROW Bureau sections and MassDOT support services; prep items for the Director and Deputy Director.
• Monitor project tracking, schedule meetings, and assist in preparing correspondence and case files.
• Archive documents on SharePoint and coordinate with Conveyance for recording at registry of deeds.
• Assist with office management, resource allocation, and training/orientation for new staff.

Education

Bachelor's degree in business administration, business management or public administration

Job description

An Official website of the Commonwealth of Massachusetts

Job Description - Executive Assistant (Program Coordinator I) (260005TH)

Job Description

Executive Assistant (Program Coordinator I) - ( 260005TH )

Description

Position Summary

Incumbents of positions in this series coordinate and monitor assigned program activities; review and analyze data concerning agency programs; provide technical assistance and advice to agency personnel and others; respond to inquiries; maintain liaison with various agencies; and perform related work as required. The basic purpose of this work is to coordinate, monitor, develop and implement programs for an assigned agency.

Duties and Responsibilities

Works primarily for the Director and Deputy Director of the Right of Way Bureau.

Acts as a liaison between various sections within the ROW Bureau, and with other MassDOT support services.

Prepares items presented by the Director of the ROW Bureau to the Highway Administrator, and coordinates follow up actions with Legal/Conveyance, Engineering, Layouts, Projects, Negotiations, Relocation, and Finance Sections.

Monitors ROW project tracker and updates as required, keeps Deputy Director informed of upcoming milestones, etc.

Inspect reports and reviews case folders on a periodic basis and reports finding to the Deputy Director.

Assists in retrieval and preparation of files as requested for AG’s office relative to legal actions filed.

Coordinates retrieval of Eminent Domain files from storage if needed for use by various sections.

Assists Director and Deputy Director with office management activities, scheduling and setting up meetings, personnel issues, resource allocation, special events planning.

Prepares and correspondence and updates case files as directed.

Provides Section Administrators with support services as requested by the Deputy Director.

Assists with the review of reports, memoranda, etc. for completeness, accuracy and content

Coordinates with and develops working relationships with other Sections in MassDOT and the Highway Division such as HR, LR, ODCR, OREED, IT, Environmental, Project Management, etc. to facilitate work between sections.

Participates with job training and orientation for new employees as requested.

Monitor office support needs including equipment, supplies, mail management, etc. to ensure all sections of the ROW Bureau’s needs are met.

Receives plans from consultants and prepares for approval by the Director of the ROW Bureau.

Scans approved items and archives on SharePoint and coordinates with Conveyance for recording at registry of deeds.

Preferred Qualifications

Knowledge of the principles and practices of human resource management including behavioral techniques, planning, forecasting, organizational development, etc.

Knowledge of work simplification methods; Knowledge of the methods of general report writing.

Knowledge of the methods used in the preparation of charts, graphs and tables.

Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.

Ability to analyze and determine the applicability of data, to draw conclusions and make appropriaterecommendations; ability to communicate effectively in oral expression.

Ability to gather information by examining records and documents and by questioning individuals.

Ability to assemble items of information in accordance with established procedures.

Ability to determine proper format and procedure for assembling items of information.

Ability to maintain accurate records; ability to follow written and oral instructions.

Ability to prepare and use charts, graphs and tables; ability to prepare general reports.

Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence.

Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.

Ability to adjust to varying or changing situations to meet emergency or changing program requirements.

About MassDOT

The 4,000+ employees ofMassachusetts 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 atmass.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

Minimum Entrance Requirements

This requisition will remain open until filled; however, first consideration will be given to those applicants that apply within the first 14 days.

Current MassDOT employees should use their internal MassCareers account to apply.

All job applications must be submitted online through MassCareers to be considered.

Please provide a complete, accurate and current resume / application for MassDOT to review in order to determine if your submitted materials meet the minimum entrance requirements for the position.

Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration, the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions

I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*

II. A Bachelor's or 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.

SPECIAL REQUIREMENT: Based on assignment, possession of a current and valid Massachusetts Class D Motor Vehicle Operator's License may be required.

• 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 disability-related reasonable accommodation or alternative application method, call ADA Coordinator, Lucy Bayard, at 857-274-1935.

An Equal Opportunity / Affunative 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

Primary Location

: United States-Massachusetts-Boston-10 Park Plaza

Job

Job

: Administrative Services

Agency

Agency

: Massachusetts Department of Transportation

Schedule

Schedule

: Full-time

Shift

Shift

: Day

Job Posting

Job Posting

: Aug 28, 2026, 2:44:36 PM

Number of Openings

Number of Openings

: 1

Salary

: 66,889.30 - 98,398.18 Yearly

If you have Diversity, Affunative 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 : Yes