Executive Assistant, Operations Officer II (Non-civil)

Baltimore City•Baltimore, MD

About The Position

The Executive Assistant (EA) to the executive leadership team is a high-impact, trusted partner to the Director, Deputy Director, and three (3) Assistant Deputy Directors (ADD). This role goes far beyond traditional scheduling and administrative support. The EA is responsible for protecting and amplifying the functional capacity of the executive team by orchestrating complex calendars and meeting workflows, shielding executives’ time for strategic work, anticipating needs, and ensuring executive participation in internal and external engagements is seamless. The essential job responsibilities cover seven (7) core areas: 1) strategic calendar management; 2) meeting orchestration; 3) external engagements; 4) stakeholder management and communications; 5) process improvement; 6) discretion & situational judgement; and 7) general administrative executive support. The ideal candidate is mission driven, has high agency and pays intense attention to details. The position reports to the ADD for Administration.

Requirements

Required: Bachelor’s degree or equivalent experience
5–7+ years supporting C-suite or senior leaders
Experience managing complex calendars in a fast-paced environment
Exceptional communication skills
Advanced proficiency with Microsoft Office and collaboration tools
Have a valid Maryland Class C Noncommercial driver's license or an equivalent driver's license and be eligible to obtain a Baltimore City driver’s permit.
NOTE: YOU MUST UPLOAD A COPY OF YOUR VALID DRIVER’S LICENSE WITH THE APPLICATION AT THE TIME OF APPLYING.

Nice To Haves

Experience supporting multiple executives simultaneously
Familiarity with project management tools

Responsibilities

Strategic Calendar Management
Own and manage the integrated calendars for the executive team, aligning time with strategic priorities
Proactively schedule, reschedule, and arrange meetings following established rules, standard operating procedures and priorities· anticipate and resolve calendar conflicts before they escalate
Protect daily blocks of strategic work time
Coordinate recurring internal meetings and screen meeting requests based on value and urgency
Meeting Orchestration & Follow-Through
Ensure that all meetings have clear agendas, attendees, and outcomes
Consolidate, prepare and distribute briefing materials in advance of meetings
Coordinate logistics including virtual links, room bookings, and visitor access· track and document action items and decisions as needed
Maintain a 2–4-week forward view of major engagements and potential conflicts
External Engagements, Travel & Conferences
Plan and coordinate executive participation in offsite engagements and conferences
Build travel itineraries including buffers, transportation, lodging, prep and recovery time
Liaise with event organizers to confirm logistics and secure materials
Monitor disruptions and adjust plans, as needed.
Executive Communications & Stakeholder Management
Serve as a polished first point of contact for the executive team
Draft and edit executive correspondence and or coordinate its release with the communications director
Screen and prioritize incoming communications· maintain contact lists
Operational Excellence & Process Improvement
Implement and refine SOPs for scheduling, travel, and meeting prep
Implement rules-based scheduling practices
Identify inefficiencies and propose improvements to the work across each of the 7 categories of responsibilities
Leverage tools to optimize executive workflow
Track operational metrics such as meeting volume and time allocation and provide findings and recommendations based on this data to the ADD for Administration
Confidentiality, Discretion & Judgment
Handle sensitive information with confidentiality
Exercise sound judgment in elevating or delegating issues
Facilitate conflict-free coordination across executives
Maintain ethical boundaries
General Administrative & Executive Support
Manage P-card expense reports and related procurement paperwork
Maintain organized information filing systems that leverage SharePoint document metadata