The Lemuel Shattuck Hospital (LSH), operated by the Massachusetts Department of Public Health (DPH), is seeking a dynamic and experienced Executive Assistant to provide high‑level administrative coordination and support to the Chief Nursing Officer (CNO) and the broader administrative team. In this role, you’ll work closely with Senior Leadership to relay essential information, oversee assignments and projects, and help drive key hospital operational goals. Additional responsibilities may be assigned to support the mission and daily operations of LSH.

Please note 8am-4pm Monday - Friday with weekends off

Duties and Responsibilities (these duties are a general summary and not all inclusive):

• Provide comprehensive administrative coordination and support to the CNO and Administrative team.

• Organize and oversee daily, short‑term, and long‑term activities for the CNO’s office.

• Independently complete assigned projects by meeting with staff, conducting research (including evidence‑based practice), and producing presentation‑ready deliverables.

• Serve as a primary point of contact for hospital staff, central office staff, and the public to address questions, requests, and operational matters.

• Prepare, review, analyze, and route confidential correspondence, reports, manuals, forms, and spreadsheets for the CNO.

• Act as a liaison between managers, department heads, and external local, state, and federal agencies to coordinate assignments, resolve issues, and exchange information.

• Compose correspondence for the CNO’s signature and refer appropriate issues to the executive team.

• Attend committee and subcommittee meetings, record and distribute minutes, and follow up on outstanding agenda items.

• Participate in daily meetings with the CNO to review schedules, discuss issues, and coordinate ongoing projects.

• Investigate and report on the status of issues or projects at the CNO’s request to support timely decision‑making.

• Coordinate scheduling, agendas, and materials for CNO‑related meetings, including monthly General Management and Department Head meetings.

• Serve as Hiring Manager Assistant (HMA) for the CNO, tracking and coordinating onboarding and offboarding using automated systems.

• Schedule meetings and oversee reservations for conference rooms and shared meeting spaces.

• Prepare Word documents, Excel spreadsheets, PowerPoint presentations, and other administrative materials.

• Perform additional duties as assigned by the CNO.

Required Qualifications:

• Demonstrated knowledge of human resources principles and practices, including planning, forecasting, organizational development, work‑specification methods, and general report‑writing standards.

• Proficiency in preparing and interpreting charts, graphs, tables, and other data‑presentation tools.

• Ability to interpret, apply, and clearly explain relevant laws, regulations, policies, and procedures.

• Skill in analyzing data, assessing relevance, drawing conclusions, and formulating sound recommendations.

• Ability to collect information through document review, record examination, and direct inquiry, and to organize and format that information according to established procedures.

• Strong record‑keeping abilities, ensuring accuracy, organization, and compliance with documentation standards.

• Ability to write clearly and concisely, present ideas logically, and prepare well‑structured reports and correspondence.

• Capacity to follow and deliver clear written and verbal instructions.

• Effective oral communication skills, with the ability to convey information precisely and professionally.

• Ability to build rapport, maintain cooperative working relationships, and interact tactfully and professionally with individuals at all levels.

• Flexibility to adapt to changing priorities, situations, and program requirements while maintaining composure and effectiveness.

Preferred Qualifications:

• Solid understanding of state personnel laws, rules, and regulations, including those governing positions, salaries, and personnel services.

• Familiarity with state budgetary and accounting procedures, terminology, and processes related to staffing and personnel services.

• Ability to interpret and apply the full range of laws, regulations, policies, procedures, standards, and guidelines governing assigned unit activities.

• Knowledge of state purchasing and requisition procedures for supplies and equipment.

• Ability to navigate and use state accounting, budgeting, and financial‑tracking systems effectively.

About the Lemuel Shattuck Hospital:

Lemuel Shattuck Hospital is a fully Joint Commission accredited teaching facility that provides acute, subacute, and ambulatory care to patients referred by public agencies and private sector providers. Shattuck Hospital’s services help economically and socially disadvantaged patients to get high quality, cost-effective care from a staff that respects their dignity.

Located in the heart of Boston’s Jamaica Plain neighborhood, the Shattuck Hospital includes 248 inpatient beds including 95 Psychiatric beds and 29 Correctional Health beds.

In addition, the Shattuck has a full outpatient clinic with many specialties that offers treatment to patients of the Department of Mental Health as well as Department of Correction and House of Correction inmates and community patients.

The Shattuck hospital is on the forefront of substance use disorder treatment including a Suboxone clinic serving 200 patients. In addition to direct medical services LSH hosts and supports an array of services located on the campus, serving patients struggling with addictions and homelessness.

Learn more:https://www.mass.gov/locations/lemuel-shattuck-hospital

Relocation informationhttps://www.mass.gov/service-details/dph-renovation-for-shattuck-hospital-replacement-building

Pre-Hire Process:

A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori

Education, licensure, and certifications will be verified in accordance with the Human Resources Division’s Hiring Guidelines.

Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth’s website, http://www.mass.gov

ADA Reasonable Accommodation:

If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests

For questions regarding this requisition, please contact Executive Office of Health and Human Services, Human Resources at 1-800- 510-4122 Ext. #4

Substitutions:

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

III. 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.

Salary placement is determined by a combination of factors, including the candidate’s years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division’s Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range.

Comprehensive Benefits

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.

Want the specifics?Explore our Employee Benefits and Rewards!

Title 101 CMR 23.00 (“Regulation”) requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza

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.