EXECUTIVE ASSISTANT (MANAGEMENT ASSOCIATE)

MD; Baltimore (MD); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

State of Maryland benefits

Job summary

The Maryland Department of Human Services is looking for an Executive Assistant to provide high-level administrative support to the Talent Engagement and Management Leadership. Responsibilities include managing calendars, scheduling meetings, handling confidential information, and preparing correspondence and documents.

Candidates should have a high school diploma and at least five years of clerical experience, with two years supporting upper management. Eligible employees receive comprehensive benefits, and diversity in the workplace is encouraged.

Qualifications

• Minimum five years of secretarial or clerical work involving typing duties.
• Two years of experience as an executive assistant providing administrative support.
• Experience in handling confidential environments and documents.

Responsibilities

• Manage, coordinate, and schedule meetings for the Chief Talent Officer.
• Coordinate travel arrangements for TEAM leadership.
• Compose correspondence, reports, and documents as needed.

Skills

Calendar management

Confidentiality

Document preparation

Education

High school diploma or equivalency

Job description

When you join the Maryland Department of Human Services (DHS), you join a team of more than 5,000 employees across the state dedicated to positively changing the lives of more than 1 million Marylanders each year. We provide economic support, preventive services, and care for children and adults. Our goal is to deliver services quickly and innovate so no one is left behind.

Main Purpose of Job

This role provides executive‑level administrative support to the leadership of Talent Engagement and Management (TEAM). Responsibilities include managing calendars, scheduling, and conference calls; processing expense reports and travel requests; maintaining office supply inventory; supporting internship programs; updating the agency’s online information; revising the Employee Handbook; handling non‑routine correspondence; and managing highly confidential information.

Position Duties / Responsibilities

• Manage, coordinate, and schedule meetings for the Chief Talent Officer.
• Coordinate travel arrangements for TEAM leadership, including justification and necessary paperwork.
• Compose correspondence, reports, and documents as needed.
• Track and collate responses from local departments and DHS headquarters to complete assigned projects independently.
• Procure services and commodities through the State’s FMIS.
• Screen incoming calls and handle requests, complaints, emergencies, and building closures.
• Manage special events and projects as assigned.
• Coordinate recruitment needs for DHS executive‑level positions.
• Review and process Secondary Employment and Financial Disclosure requests for the State’s Ethics Commission.
• Distribute incoming mail, noting items requiring TEAM leadership attention, and forward as appropriate.
• Provide support services to TEAM managers as needed.
• Develop and maintain an electronic filing system for documents and records.
• Prepare and maintain up‑to‑date files on project matters and confidential records.
• Coordinate, transmittal, and follow‑up of assignments from the Director and Assistant Directors to TEAM managers.

Minimum Qualifications

Education: High school diploma or equivalency certificate.

Experience: Five years of secretarial or clerical work involving typing duties.

Additional qualifications may be substituted on a year‑for‑year basis as described in the full posting.

Selective Qualifications

At least two years of experience as an executive assistant providing administrative support to upper‑level management or in a Human Resources Office.

Desired or Preferred Qualifications

• One year experience in a highly confidential environment handling confidential reports or documents.
• One year experience managing calendars and schedules for a supervisory team.
• One year experience writing and explaining information to internal and external customers.

Benefits

Eligible employees receive State of Maryland benefits.

Equal‑Opportunity and EEO Statement

Maryland is an equal‑opportunity employer committed to recruiting, retaining, and promoting employees who reflect the State’s diversity. People with disabilities and bilingual applicants are encouraged to apply. Veterans are encouraged to apply.