Executive Assistant

Frederick County Government•Sagner Avenue - Frederick, MD

3d•Hybrid

About The Position

This position performs complex administrative, clerical, and confidential support work for assigned executive leadership, department heads, or other designated staff. The position manages calendars and schedules, coordinates meetings and travel arrangements, prepares correspondence and documents, maintains records and filing systems, serves as a liaison with internal and external contacts, and supports special projects and daily office operations. Work requires discretion, independent judgment, confidentiality, and knowledge of County and departmental policies, procedures, and administrative systems. This position has no formal supervisory responsibilities, but may provide functional guidance, training, coordination, or backup support to interns, temporary staff, part-time staff, or other administrative personnel as assigned. Supervision is received from the designated Division Director. Two vacancies are available: one within the Division of Family Services and one within the Division of Human Resources. The Division of Family Services connects families with vital resources and coordinates supports that promote safety, stability, and well-being across Frederick County. The Executive Assistant not only provides comprehensive operational and administrative support to the Division and Division Director, but also oversees emergency sheltering assistance and coverage, and serves as the building manager responsible for facility-related duties such as parking concerns and coordination with law enforcement. The Division of Human Resources supports Frederick County Government by fostering a professional, inclusive, and engaged workforce where employees can grow, contribute, and thrive. The Executive Assistant plays a key role in supporting this mission by providing comprehensive office and project management, fiscal oversight, executive-level administrative support, records management, and coordination of major events and initiatives such as the annual employee summer social and large-scale recognition programs. This position operates in a high-volume, high-visibility, and highly technical environment, contributing to the Division’s ability to deliver effective, people-focused services across the County.

Requirements

Associate's Degree
Minimum of 4 years of experience in an administrative or executive support function in multiple areas of support such as accounting, procurement, personnel management, facility management, or similar areas
Ability to work autonomously and efficiently, both individually and as part of a team
Ability to prioritize assignments and tasks and coordinate staff as necessary
Ability to maintain effective working relationships with staff, including interdepartmentally
Ability to maintain professionalism, confidentiality and discretion when dealing with sensitive information
Ability to provide guidance and instruction to ensure adherence to County policies by the staff
Ability to type efficiently, perform clerical duties, and data entry
Ability to investigate and draft correspondence in response to inquiries or complaints received from the public, via phone, email, and in person
Ability to manage multiple communication channels, such as shared mailboxes, public inquiry systems (like website chatbots, web-based inquiry/service feedback/communication tracking systems), and public-facing communications
Ability to respond to a customer’s concerns by determining the appropriate course of action to resolve the issue
Ability to utilize necessary technology including MS Office Suite, email software, office systems, accounting and procurement software, and other necessary programs and technology, and to learn new software as required; ability to support staff with AV troubleshooting, hybrid meeting setup, and Microsoft Teams functionality
Organizational and personnel management skills, with the ability to direct and monitor the work of others
Ability to follow verbal and written (English) instructions to complete assignments
Ability to organize work, establish priorities, and complete assigned duties with minimal supervision
Ability to compile, update and maintain accurate manual and computerized files and filing systems
Available on-call for emergency situations including weather-related emergencies
Ability to provide own transportation to various County departments and for functions outside the office
Ability to work flexible hours and to attend occasional evening and/or weekend events

Nice To Haves

Bachelor’s Degree with 2 years experience as described above
High School Diploma (or equivalent) with 6 years experience as described above
Experience supporting executive or senior-level leadership including complex office management
Local government or nonprofit experience, particularly in Human Resources or a human services environment
Experience using common office software such as Microsoft Outlook, Word, and Excel
Experience developing policies or Standard Operating Procedures (SOPs) (Family Services position)
Experience with emergency management operations (Family Services position)
Experience processing purchase orders, requisitions, contracting documentation, p-card reconciliations (Human Resources position)
Experience assisting with departmental budget (Human Resources position)
Experience providing direct service and support to employee or resident populations, including application of policies/program terms, problem resolution, and complex triage (Human Resources position)
Experience managing complex projects through execution (Human Resources position)
Experience organizing large employee or public-facing events, requiring working with vendors or third parties, following procurement processes, and extensive coordination, logistics, scheduling, and execution (Human Resources position)
Experience managing personnel records, document retention, or other sensitive, regulated documentation in accordance with County, State, or Federal standards (Human Resources position)

Responsibilities

Provide administrative, clerical, and confidential support to assigned executive leadership, elected officials, department heads, judicial officers, or other designated staff
Manage calendars, schedules, appointments, meetings, deadlines, travel arrangements, and related administrative details
Serve as a point of contact and liaison with internal departments, external agencies, elected officials, boards and commissions, community partners, vendors, constituents, and the public
Respond to telephone calls, emails, visitors, correspondence, and inquiries; provide information, gather details, resolve routine matters, or refer issues to appropriate staff, departments, agencies, or resources
Track assignments, documents, communications, deadlines, approvals, action items, and follow-up matters to support timely completion
Coordinate meetings, events, appointments, conferences, hearings, public meetings, or other functions, including preparing materials, arranging logistics, attending as needed, and preparing notes or minutes when assigned
Prepare, proofread, process, route, and maintain correspondence, reports, forms, memorandums, agendas, minutes, notices, certificates, records, webpages, and other documents or materials
Research, collect, organize, and compile information, data, records, reports, and materials to support administrative, operational, financial, legal, legislative, or program-related work
Create, update, and maintain manual and electronic files, records, databases, calendars, contact lists, forms, reference materials, tracking systems, and other administrative resources
Assist with financial, purchasing, procurement, budget, reimbursement, invoice, p-card, requisition, purchase order, expense, and other administrative transactions as assigned
Assist with personnel-related administrative processes, including interview scheduling, onboarding, offboarding, timesheets, leave records, training coordination, and related documentation
Support boards, commissions, committees, workgroups, and other assigned bodies by coordinating applications, appointments, materials, correspondence, records, meetings, and follow-up items
Use County, State, financial, procurement, records, document management, virtual meeting, website, case management, and office software systems to complete assigned work
Maintain confidentiality and exercise discretion when handling sensitive, personnel, financial, legal, operational, constituent, or executive-level information
Assist with office operations, special projects, public notices, event coordination, records retention, document routing, backup coverage, and other administrative functions as assigned
Maintain and update the division policies and procedures, including Emergency Response and Building Management
Assist the Division Director with emergency preparedness planning, including preparing agendas/minutes and management of bi-monthly Shelter and Mass Care Meetings, conducting staff call-downs in emergency situations and routine practice events, scheduling and attending applicable training, and serving as Emergency Operations Center staff, as required
Serve as a Certified Drug Manager and Sick Leave Donor Administrator for the division (Family Services position)
As needed, handle security-related duties, including coordinating with law enforcement, overseeing parking and towing issues, and addressing safety concerns from nearby establishments (Family Services position)
Perform other related duties as required

Benefits

11 days of Vacation leave with increase after 2 years of employment
15 days of Sick leave with unlimited annual carryover
11 paid holidays, plus 2 additional floating holidays
Day 1 coverage of comprehensive Medical Insurance Plan options to include generous County Health Savings Account (HSA) contribution (if enrolled in the high-deductible plan)
Dental, Vision, and Flexible Spending
Employee Health Center with no or low-cost primary and urgent care
100% County paid 2x annual salary Group Term Life Insurance and Accidental Death & Dismemberment (AD&D) benefit
County and Employee funded Defined Benefit Pension Plan Vesting after 5 years of service
Additional service credit for eligible previous public service, military service, etc.
Employee Assistance Program
Employee Wellness Program
Generous Tuition Reimbursement Program
Deferred Compensation Plan
Legal Resources
Supplemental Life Insurance
Critical Illness, Accident, and Hospital Indemnity Insurance
Lifetime Benefit with Long Term Care plan