Special Assistant

State of Maryland•Baltimore City, MD

3d•Hybrid

About The Position

If you are looking for a challenging and rewarding role as a special appointment, join the dynamic team at the Maryland Department of Labor's Office of the Secretary (OOS) and be a part of shaping the future of labor policies and initiatives in the state! The Maryland Department of Labor (Labor) is an economic driver for the state by providing businesses, the workforce, and the consuming public with customer-focused regulatory, employment, and training services. Labor safeguards Maryland's work environments through partnership, outreach, and educational programs that encourage ongoing workplace safety and health improvements. Labor strives to create an equitable and inclusive Maryland where all residents have the opportunities and resources to attain financial stability, reach their career potential, and contribute to their communities; where businesses have access to capital and the skilled workforce they need to succeed; where workplaces are safe and well-regulated; and where the economy is resilient and growing. The mission of the Maryland Department of Labor is to connect Marylanders to good jobs, protect workers, consumers, and the public, support Maryland businesses, and foster economic growth and competitiveness. We envision an equitable and inclusive Maryland where all residents have the opportunities and resources to earn fair pay, attain financial stability, reach their career potential, and contribute to their communities; where businesses have access to capital and the skilled workforce they need to succeed; where residents are safe where they live, work, and play; and where the economy is resilient and growing. Following the State of Maryland Customer Service Promise, the Maryland Department of Labor is committed to providing constituents with services in the following manner: Friendly and Courteous: We will be helpful and supportive and have a positive attitude and passion for what we do. Timely and Responsive: We will be proactive, take initiative, and anticipate your needs. Accurate and Consistent: We will always aim for 100% accuracy and be consistent in interpreting and implementing state policies and procedures. Accessible and Convenient: We will continue to simplify and improve access to information and resources. Truthful and Transparent: We will advance a culture of honesty, clarity, and trust. If you are a proactive, detail-oriented, and highly organized individual with a passion for supporting high-level executives and making a difference, this is the perfect opportunity for you! This position is a management service position that serves at the pleasure of the appointing authority. As the Executive Associate (EA)/Special Assistant, you will provide high-level administrative support to the Secretary and Deputy Secretary and contribute to the overall efficiency and effectiveness of the executive office. This role involves a wide range of responsibilities and serves as a crucial link between the secretary's office and internal/external stakeholders.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Five years of progressively responsible experience providing administrative support to a senior- or executive-level manager.
One year of the above experience must have included office management.
Relevant experience in a state or local government agency is desirable.
2 years of experience providing advanced administrative or executive support to senior leadership, public accountability, high-visibility inquiries, or elected or appointed officials.
2 years of experience drafting, editing, and routing professional correspondence for executive signature, including letters, emails, memoranda, or formal responses with discretion.
2 years of experience using office productivity and tracking systems (e.g., shared calendars, document management systems, spreadsheets, or correspondence tracking tools).

Nice To Haves

Experience preparing briefing materials, background research, or executive summaries to support meetings, events, or decision-making.
Experience coordinating or supporting executive travel, events, or high-profile meetings.

Responsibilities

Manage executive calendar s, including scheduling, confirming, modifying, and canceling appointments for the Deputy Secretary as well as providing backup for the Secretary as needed.
Prepare agendas, event cover sheets, and talking points in coordination with the Communications Department when required.
Maintain conference room calendars and manage requests for shared meeting space.
Support OOS office workflow related to visitors, meetings, and executive priorities.
Determine briefing needs for meetings, speeches, and engagements and serve as liaison to senior staff to ensure briefing materials are complete, accurate, timely, and aligned with agency priorities.
Conduct background research and compile materials to support executive decision-making.
Draft, format, edit, and route correspondence for the secretary’s signature, including letters, emails, invitations, and responses.
Review correspondence and forms for completeness and accuracy, including expense vouchers, personnel position action requests, and training requests.
Maintain confidential files, records, and sensitive information with discretion.
Track office supply inventory and coordinate restocking and procurement with appropriate staff.

Benefits

Flexible hours and hybrid teleworking
Paid holidays 12-13 per year
Generous paid leave package (annual, sick, personal and compensatory leave)
State Pension ("defined benefit" plan)
Tax-deferred supplemental retirement savings plans (401(k) and 457)
Free parking
Comprehensive, subsidized health, dental and prescription plans with little to no deductibles, free generic prescriptions, and free preventative health services
Flexible Spending Account plans for Health Care and Daycare
State Employees Credit Union

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