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Executive Office of Housing and Livable Communities ( EOHLC) is seeking an Executive Operations and Coordination Manager in the Secretary's Office!
The Executive Office of Housing and Livable Communities (EOHLC) is responsible for building more homes and lowering housing costs across the Commonwealth through partnerships with municipalities, housing authorities, and community stakeholders.
OVERVIEW OF ROLE:
The Executive Operations & Coordination Manager (Secretary's Office) is responsible for managing executive operations, high-priority logistics, and cross-functional coordination in support of the Secretary's daily and strategic activities.
The incumbent exercises a high degree of independent judgment in coordinating complex, time-sensitive activities across internal teams and external stakeholders. This role ensures effective execution of the Secretary's priorities by integrating scheduling, field operations, stakeholder engagement, and briefing coordination.
The position includes direct supervision of the Executive Administrative Coordinator and is responsible for assigning and prioritizing work, monitoring performance, and ensuring high-quality execution of scheduling and administrative functions.
Working in a fast-paced and dynamic environment, the incumbent anticipates operational needs, resolves issues in real time, and supports strategic initiatives while handling sensitive and confidential matters with discretion. A current and valid driver's license and frequent travel throughout the Commonwealth are required.
DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE):
1) Executive Operations and Schedule Management:
• Manages execution of the Secretary's daily schedule and operational priorities.
• Exercises independent judgment in prioritizing competing demands, resolving conflicts, and ensuring seamless coordination across meetings and engagements.
• Anticipates needs and adjusts logistics in real time to support effective execution.
2) Field Operations and Logistics Management:
• Provides transportation for the Secretary to meetings and events.
• Manages real-time logistics while on the road, including route planning, schedule adjustments, and coordination with internal and external stakeholders to ensure timely and efficient travel.
3) Meeting, Event, and Briefing Coordination:
• Oversees preparation for and execution of meetings, briefings, and public events.
• Ensures materials, talking points, and logistical components are complete, accurate, and delivered on time.
• Provides on-site operational support and ensures timely follow-up on action items and commitments.
4) Executive Coordination and Follow-Up:
• Supports coordination of briefing materials, internal communications, and cross-functional workflows within the Secretary's Office.
• Tracks and ensures follow-up on issues, requests, and commitments arising from internal and external meetings, exercising discretion in handling confidential matters.
5) Supervision and Staff Coordination:
• Supervises the Executive Administrative Coordinator, including assigning and prioritizing work, monitoring performance, and providing training and guidance.
• Ensures effective execution of scheduling and administrative functions.
6) Stakeholder and Constituent Coordination:
• Supports internal and external stakeholder coordination, including municipalities, partner agencies, and community organizations.
• Supports coordination and communication efforts to ensure effective engagement and follow-through.
7) Other Duties as Assigned:
• Performs related duties as required to support the operational and strategic needs of the Secretary's Office.
PREFERRED QUALIFICATIONS:
1. Ability to operate effectively in fast-moving, real-time environments.
2. Strong problem-solving and situational awareness skills.
3. Ability to manage logistics and scheduling under pressure.
4. Superior customer service, organizational skills and attention to detail.
5. Ability to manage multiple projects simultaneously, meet tight deadlines and prioritize work.
6. Highly proficient using Microsoft Office including Word, Outlook, Excel, PowerPoint and Access (with an essential focus on PowerPoint) and the ability to quickly learn new computer skills.
7. Excellent interpersonal skills, including the ability to build relationships with peers, work collaboratively with EOHLC staff, other state staff and stakeholders.
8. Strong organizational and critical thinking skills as well as attention to detail and commitment to quality and accuracy.
9. Ability to multi-task, set priorities, work efficiently, and meet deadlines.
10. Ability to develop processes or procedures to assist in organizing data.
11. Ability to efficiently organize and evaluate information, assemble data and prepare reports.
12. Ability to assemble items of information according to established procedures.
13. Ability to communicate tactfully and effectively in writing and in oral expression.
14. Knowledge of the principles, practices, and correct usage of the English language including grammar, spelling, sentence structure, and punctuation.
15. Demonstrated experience to write concisely, expresses thoughts clearly, and develops ideas in logical sequence.
16. Ability to adjust to changing situations and to meet emergency or changing program or production requirements.
17. Ability to deal tactfully with others, establish rapport with senior leadership and manage matters that are confidential and/or time sensitive in nature.
18. Ability to work independently and as a member of a diverse team of internal and external professionals.
19. Frequent travel throughout the Commonwealth will be required. Employees must have a current and valid Massachusetts Class D Motor Vehicle Operator's license or the equivalent from another state.
20. Hours are varied; occasional evening/weekend work may be required.
COMMENTS:
Please upload resume and cover letter.
This position would be expected to follow a hybrid model of reporting to work that combines in-office workdays and work from home days, as needed.
Salary placement is determined by years of experience and education directly related to the position and the Human Resources Division's Recruiting Guidelines. In the case of a promotional opportunity, the salary provisions of the applicable collective bargaining agreement will apply to placement within the appropriate salary range.
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.
PRE-OFFER PROCESS:
A background check will be completed on the recommended candidate as required by the regulations set forth by the Human Resources Division prior to the candidate being hired.
Qualifications:
MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) five (5) years of full-time or, equivalent part-time, professional, professional internship, administrative, supervisory, or managerial experience in business administration, business management, public administration, public management, clinical administration or clinical management or (B) any equivalent combination of the required experience and substitutions below. Substitutions: I. A certificate in a relevant or related field may be substituted for one (1) year of the required experience. II. A Bachelor's degree in a related field may be substituted for two (2) years of the required experience. III. A Graduate degree in a related field may be substituted for three (3) years of the required experience. IV. A Doctorate degree in a related field may be substituted for four (4) years of the required experience.
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!
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.