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 otherwise advance the Commission’s mission;
- Ability to develop, document, evaluate, and improve administrative processes and procedures to promote consistency, efficiency, and accountability;
- Ability to provide direction, establish priorities, delegate responsibilities, and support the professional development of staff;
- Ability to coordinate complex meetings, manage multiple deadlines, anticipate logistical needs, and ensure timely completion of related activities;
- Ability to keep teams on schedule and meet deadlines through clear communication and follow-through;
- Ability to manage competing priorities and frequent interruptions;
- Ability to work independently, as well collaboratively with teams; and
- Demonstrated understanding of respect and collaboration in a diverse workplace.
QUALIFICATIONS AND REQUIREMENTS
- Bachelor’s degree preferred;
- 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; and
- Experience in state government or a regulatory agency, a plus.
WORKING CONDITIONS
Physical Demands:
- Must be able to lift, push, or pull up to 20 pounds.
- Must tolerate sitting, standing, or walking for extended periods of time.
Work Environment and Travel:
- Must be sensitive to and can manage frequent interruptions.
- Travel is required for less than 10% of the work time.
- Works in a standard office environment with use of, and exposure to, various office temperatures, and equipment such as computers, fax machines, copiers, etc.
Benefits Package: The Commission is pleased to offer a comprehensive benefits package to its employees. The specific components and eligibility may vary based upon position classification, hours worked per week and other variables. Therefore, specific benefits for this position may be discussed as part of the interview and offer process. This position is non-civil service. This position is an exempt position. The overall benefits available include: paid vacation, sick and personal leave time, health, dental and vision insurance through the Commonwealth’s Group Insurance, and optional pre-tax Health Savings Account plans. In addition, the Commission provides employees the opportunity to elect life insurance, long term disability insurance, deferred compensation savings, tuition remission and pre-tax commuter account plans, along with other programs. The Commission employees also participate in the Commonwealth’s State Retirement Plan, which can become a defined benefit plan for those that both vest and subsequently retire from State service. Follow this link for additional retirement information: http://www.mass.gov/treasury/retirement/state-board- of-retire/.
Commitment to Diversity:
The Commission is committed to building a diverse staff across its entire agency and at all levels. The Commission is an equal opportunity/affirmative action employer.
Notice of Required Background Check – Including Tax Compliance:
The Commission requires a background check on all prospective employees as a condition of employment. Candidates should be aware of this requirement but should also know that such background check is not initiated until:
- A candidate is invited to a second or subsequent interview, and
- The candidate has signed the Background Check Authorization Form and related releases.
This background check includes a Criminal Offender Record Information (CORI) check. Candidates with advanced degrees and professional licenses may have these credentials verified. Individuals other than those references provided by a candidate may be contacted in the course of completing a full background and qualification check. Those candidates invited to interview will be contacted by the Commission. Unfortunately, due to the anticipated high volume of applicants for this vacancy, we are unable to provide status updates to specific individuals.
CANNABIS CONTROL COMMISSION’S MISSION STATEMENT AND OPERATING PRINCIPLES
OUR MISSION
The mission of the Cannabis Control Commission is to honor the will of the voters of Massachusetts by safely, equitably, and effectively implementing and administering the laws enabling access to medical and adult-use marijuana in the Commonwealth.
The Commission will foster the creation of a safely regulated industry that will create entrepreneurial and employment opportunities and incremental tax revenues in and to communities across the state and which will be a best practice model for other states.
The industry will be characterized by participation by small and larger participants and with full and robust participation by minorities, women, and veterans.
We will develop policies and procedures to encourage and enable full participation in the marijuana industry by people from communities that have previously been disproportionately harmed by marijuana prohibition and enforcement and positively impact those communities.
OUR OPERATING PRINCIPLES
The Commission promises to:
- Conduct all of our processes openly and transparently; and
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- Engage in regular two-way communication with all concerned citizens, patients, health care providers and caregivers, partners, and other constituencies.
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Build a world-class state agency by:
- Committing to the highest level of constituent services using state-of-the-art technology and multiple media;
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- Defining and publicly measuring our performance versus metrics regarding timely execution, accessibility, impact on public health and safety, impact on disproportionately harmed communities, and incremental tax revenue generation;
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- Becoming self-funding and generating a revenue surplus; and
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- Creating a great place to work.
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Enhance and ensure public health and safety by:
- Developing and enforcing effective regulations;
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- Developing and executing a program of continuing public education;
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- Conducting and contributing to research on marijuana-related topics; and
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- Using surplus funds to help address issues in these areas.
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