Executive Associate

State of Maryland•Baltimore City, MD

About The Position

This is a Special Appointment position, and serves at the pleasure of the Appointing Authority. The Maryland Department of Commerce is seeking qualified applicants for the Executive Associate position within the Division of Policy & Stakeholder Engagement. Primary responsibility is to serve as the Executive Assistant to the Deputy Secretary of Policy and Stakeholder Engagement. This role will manage complex executive priorities and ensures high level operational continuity across the department while providing comprehensive administrative coordination for several leadership positions, including the Director of the Office of Communications, the Governor’s Office of Business Advancement, the Director of Minority Business Outreach, and the Chief Strategy Officer. The incumbent will be responsible for comprehensive meeting preparation, including preparing pertinent materials, coordinating necessary contacts, confirming staff support, and verifying and confirming the meeting prior processing them on the calendar. The incumbent will manage customer inquiries by maintaining detailed call logs and contact lists, and promptly retrieving and transcribing voicemail messages to ensure timely responses. The Executive Associate also will process all procurement items through the Department of Budget and Management’s (DBM’s) Financial Management Information System (FMIS), including ordering office supplies, business cards, subscriptions, and other transactions, etc. and maintain accurate records for auditing and reference purposes. The ideal candidates possess the ability to work independently; handle multiple, concurrent, and high priority projects ; excellent interpersonal, written, oral communication and analytical skills; Ability to work with high level public and private sector officials and maintain effective working relationships; Proficient in the use of Microsoft Office Suite, Google Suite ( Google Mail, Docs, Sheets, Calendar) or other relevant software.

Requirements

Graduation from an accredited high school or possession of high school equivalency certificate
One (1) year of administrative staff or professional work.
Candidates may substitute 30 college credit hours from an accredited college or university for the required experience.
Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving staff work that included regular use of independent judgment and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required experience.
Ability to work independently
Ability to handle multiple, concurrent, and high priority projects
Excellent interpersonal, written, oral communication and analytical skills
Ability to work with high level public and private sector officials and maintain effective working relationships
Proficient in the use of Microsoft Office Suite, Google Suite ( Google Mail, Docs, Sheets, Calendar) or other relevant software.

Nice To Haves

Proven experience and proficiency with computer and software skills. ( e.g. Workday, Salesforce, Microsoft Office and Google Workspace Tools (Google Docs, Google Sheets, Google Meet, Google Drive)).
Experience in tracking expenditures, invoicing, billing, and any related budget and fiscal processes with Financial Management Information System (FMIS) Platform (s).
Experience coordinating logistical details and/or planning and managing events/meetings for Executive level staff.
Experience providing guidance & responding to inquiries from external/internal customers.

Responsibilities

Serve as the Executive Assistant to the Deputy Secretary of Policy and Stakeholder Engagement.
Manage complex executive priorities and ensures high level operational continuity across the department.
Provide comprehensive administrative coordination for several leadership positions, including the Director of the Office of Communications, the Governor’s Office of Business Advancement, the Director of Minority Business Outreach, and the Chief Strategy Officer.
Responsible for comprehensive meeting preparation, including preparing pertinent materials, coordinating necessary contacts, confirming staff support, and verifying and confirming the meeting prior processing them on the calendar.
Manage customer inquiries by maintaining detailed call logs and contact lists, and promptly retrieving and transcribing voicemail messages to ensure timely responses.
Process all procurement items through the Department of Budget and Management’s (DBM’s) Financial Management Information System (FMIS), including ordering office supplies, business cards, subscriptions, and other transactions, etc. and maintain accurate records for auditing and reference purposes.