Introduction
The Maryland Department of Labor is seeking a highly motivated and organized Executive Associate to provide comprehensive administrative support to the Office of the Secretary. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills. This role requires a high level of discretion, professionalism, the ability to handle sensitive information with confidentiality, and the ability to operate in a fast-paced environment. The Office of the Secretary fosters a collaborative and inclusive work environment where creativity and dedication are valued.
This position is a Management Service position that serves at the pleasure of the Appointing Authority.
GRADE
15
LOCATION OF POSITION
Office of the Secretary
1100 N. Eutaw Street
Baltimore, Maryland 21201
Main Purpose of Job
As the Executive Associate (EA), 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.
This position is a Management Service position that serves at the pleasure of the Appointing Authority.
POSITION DUTIES
Duties of this position include but are not limited to:
Support the OOS office workflow regarding guests and meeting attendees, receive guests, and make arrangements for parking, security, and other arrangements when necessary.
Answer incoming phone calls and route them to the appropriate Divisions and constituent services staff.
Maintain the conference room calendar and handle requests for the meeting space. Prepare expense vouchers for OOS in a timely manner.
Receive and route incoming mail.
Maintain tracking systems for various OOS processes including the signatures tracking system. Track office supply inventory and ensure there is a sufficient amount of supplies, working with the appropriate staff to restock and procure items.
Information Management: Organize and maintain important documents, reports, and files. Ensure access to relevant information is timely and organized. Handle confidential information with the utmost discretion.
Meeting Coordination: Plan and coordinate meetings, both internal and external. This includes preparing agendas, meeting materials, and taking minutes.
Time and Calendar Management: Efficiently manage the schedules including appointments, meetings, and travel arrangements.
Problem Solving: Anticipate and address issues proactively, act as a problem solver, and troubleshoot challenges.
Team Collaboration: Collaborate with other members of the executive team and divisions to ensure seamless communication and coordination of efforts.
MINIMUM QUALIFICATIONS
EDUCATION: Graduation from an accredited high school or possession of a high school equivalency certificate.
EXPERIENCE: 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 a desirable.
DESIRED OR PREFERRED QUALIFICATIONS
Preferred Qualifications:
Experience working with Executive Support Staff
Bachelor's Degree is preferred.
SPECIAL REQUIREMENTS
All candidates are subject to a background check against files maintained by the Division of Unemployment Insurance (Labor/DUI) to determine whether any monies are owed to Labor/DUI as a result of unemployment insurance overpayment/fraud. Any unpaid debt may have an impact on whether or not a candidate is offered employment.
SELECTION PROCESS
Applicants must provide sufficient information on the application to show they meet the qualifications for this recruitment.
All information concerning the qualifications, including any required documentation (diploma, transcript, certificate, etc.) must be submitted and received by the closing date. Information submitted after this date will not be considered. Applications that meet minimum and/or selective qualifications will be referred to the hiring unit for interview selection. Units will select those candidates most closely demonstrating the qualifications for interview.
You may submit a resume with your application.
EXAMINATION PROCESS
The assessment may consist of a rating of your education, training, and experience related to the requirements of the position. It is important that you provide complete and accurate information on your application. Please report all experience and education that is related to this position.
BENEFITS
This is a full-time, permanent position and eligible for full State benefits, which include:
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
To learn more, please click this link:
STATE OF MARYLAND BENEFITS
FURTHER INSTRUCTIONS
U.S. Military Veterans may qualify for additional bonus points towards certification. Any job offer will be contingent on the candidate providing a U.S. Military form DD 214 verifying honorable discharge from service prior to starting employment (and may be requested prior to interview). Permanent State employees do not need to submit proof of Veterans’ status.
If you are unable to apply online, or encounter difficulty attaching required or optional documentation, you may submit via mail or deliver in person. Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing.
PLEASE DO NOT FAX OR EMAIL UNSOLICITED DOCUMENTATION
Completed applications, required documentation, and any required addendums may be mailed to:
MDOL Office of Administration
Attn: Ernestine Hyman 23-005052-0007
1100 N. Eutaw Street, Rm. 101
Baltimore, MD 21201
The MD State Application Form can be found online
For additional information, please contact Ernestine Hyman at 410-230-6298 or via email ernestine.hyman1@maryland.gov.
Maryland Department of Labor, is an equal opportunity employer. It is the policy of DOL that all persons have equal opportunity and access to employment opportunities, services, and facilities without regard to race, religion, color, sex, age, national origin or ancestry, marital status, parental status, sexual orientation, disability or veteran status.
