Executive Assistant to the Chairperson and CEO (PROGRAM MANAGER I) - #25-005476-0021

The State of Maryland; Baltimore (MD); On-site; USD 50,000 - 90,000; Full time

Job summary

An established industry player is seeking a highly skilled Senior Executive Assistant to support its Chairperson and CEO. This pivotal role requires a proactive individual with exceptional organizational skills and discretion. The successful candidate will manage complex schedules, coordinate meetings, and ensure seamless communication with legislative representatives. This position offers the opportunity to work in a dynamic environment that values professionalism and efficiency, making a significant impact on the organization’s operations and its mission to serve the community effectively.

Qualifications

• 3+ years of executive administrative support experience, especially for C-suite executives.
• Strong organizational skills and attention to detail with a focus on confidentiality.

Responsibilities

• Manage complex calendars and schedule meetings for the Chairperson and CEO.
• Act as liaison with legislative representatives and coordinate communications.

Skills

Organizational Skills

Communication Skills

Microsoft Office Suite

Discretion and Judgment

Problem-Solving

Education

High School Diploma

Associate's Degree in Business Administration

Tools

Zoom

Microsoft Teams

WebEx

Job description

Introduction

OUR MISSION The Maryland Workers' Compensation Commission seeks to secure the equitable and timely administration of the provisions of the Maryland Workers' Compensation law on behalf of its customer, the injured workers, and their employers, by providing an efficient forum for the resolution of individual claims. OUR VISION The Workers' Compensation Commission envisions a state wherein injured workers and employers are empowered to create an equitable partnership to facilitate prompt and fair resolution of workers' compensation matters. ABOUT US Together we profoundly touch the lives of so many people and have enormous responsibility to the community by fulfilling our mission of securing equitable and timely administration of the law. The Commission continues to provide services to our constituent partners at a level rarely met throughout the United States. The professionalism, work ethic, and technological acumen manifest in our operations allows us to smoothly and effectively manage the challenges which invariably arise. Every division within the agency plays a vital role in keeping us in the forefront nationally...

GRADE

19 This is a Management Service position, and serves at the pleasure of the Appointing Authority.

LOCATION OF POSITION

10 E. Baltimore St., Baltimore, MD 21202

Main Purpose of Job

The Commission is seeking a highly skilled, proactive, and detail-oriented Senior Executive Assistant to provide direct support to both the Chairperson and Chief Executive Officer. This role demands a high level of professionalism, discretion, and organizational excellence. The ideal candidate will be a self-starter capable of managing competing priorities, anticipating executive needs, and creating seamless administrative processes in a moderately-paced professional business environment.

POSITION DUTIES

Executive Office Operations Serve as the face of the Executive Suite, maintaining a welcoming and professional atmosphere for all internal and external guests. Coordinate and schedule all meetings on behalf of the Chairperson and CEO. Manage complex calendars, confirm appointments, resolve scheduling conflicts, and coordinate logistics for meetings and events. Respond to communications and inquiries on behalf of the Chair and CEO, including responding to regulatory requests for documents, meetings, or other compliance needs. Meeting and Travel Management Prepare meeting rooms including coffee, water, or lunch as requested by the Chair or CEO. Serves as agency travel manager, supervises employee compliance, and performs other duties in accordance with Title 23 Board of Public Works-Standard Travel Regulations. Notify appropriate staff about upcoming conferences. Manage and confirm all travel logistics including booking airline tickets, hotel accommodation, registrations, transportation, and itinerary packet management. Assist conference attendees by ensuring they are informed, comfortable, and supported. Ensure no issues arise with hotel accommodations and provide on-site or real-time support to travelers. Legislative and Regulatory Interaction Act as liaison with legislative representatives, coordinating meetings and communications as needed. Provide high level professional and comprehensive support to outside legislative personnel, including but not limited to the Office of the Governor, State Senate and House of Delegates; provide ombudsman support to the public and is the executive coordinator and intermediary with the legal community in response to inquiries; investigate and resolve problems as needed in accordance with agency regulations and policies; competently investigates and makes response recommendations to the Chair/CEO regarding complaints about the Commission operations; facilitates informal resolution of issues and complaints concurrent with investigation; Judicial Docket and Court Coordination Directs and coordinates commissioner docket composition and monthly calendar for commissioner assignment. This is an ongoing monthly, weekly and sometimes daily function. Supervise Commissioner leave program to ensure docket coverage; coordinate with the Fiscal Division to ensure that relevant information is provided and received on a timely basis in accordance with Department of Budget and Management’s regulations; oversee and manage adherence with State Finance and Procurement, 10-203, Annotated Code of Maryland; Solicits commissioner leave requests at least 60-90 days in advance. Schedule and track all approved video remote hearings – Hearing specifically handled by the Chair. Annual Report and Executive Deliverables Establishes and evaluates the Annual Report procedures and sets the goals according to established rules and regulations as set forth by COMAR and agency best practices. Directs and coordinates all materials required for the agency’s annual report; oversee editing, formatting, and submission to ensure timely release. This project is ongoing throughout each fiscal year, as data capturing is month to month. Track progress of key executive initiatives and provide regular status updates to the Chairperson and CEO.

MINIMUM QUALIFICATIONS

Minimum Qualifications High School Diploma or equivalent required; additional coursework in business administration or related fields preferred. A minimum of three (3) years of executive administrative support experience, with at least two (2) years supporting C-suite executives, Board leadership, or senior management. Prior experience working in a legal, corporate, professional business office or highly regulated environment. Demonstrated ability to create, implement, and maintain office policies, procedures, and operational systems. Superior organizational skills and attention to detail, with a proven ability to manage confidential and sensitive information. Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management platforms. Able to perform advanced typing duties at a proficient and professional pace. Excellent written and verbal communication skills, demonstrating a professional demeanor in all interactions. Ability to work independently, prioritize tasks, and adapt quickly to changing priorities with minimal supervision. High degree of discretion, judgment, and commitment to excellence.

DESIRED OR PREFERRED QUALIFICATIONS

Desired or Preferred Qualifications Preferred candidates should possess the following: Associate’s degree or higher in Business Administration, Communications, Legal Studies, or related field. Five (5) years of experience supporting senior-level executives, preferably providing concurrent support to a CEO and Chairperson or Board leadership. Experience in a law firm, corporate legal department, or financial services institution. Demonstrated success drafting and implementing internal policies, standard operating procedures, and governance documentation. Professional certifications such as Certified Administrative Professional (CAP), Project Management Professional (PMP), or Paralegal Certification. Familiarity with virtual meeting platforms (Zoom, Microsoft Teams, WebEx). Strong strategic thinking skills with the ability to support high-level organizational and board functions.

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the qualifications for this recruitment. All information concerning your qualifications must be submitted by the closing date.We will not consider information submitted after this date.Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified and placed on theeligible (employment) list for at least one year.

BENEFITS

STATE OF MARYLAND BENEFITS

FURTHER INSTRUCTIONS

Ifyou 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 (25-005476-0021) on any documentation to ensure timely processing. Submission of a resume isstronglyencouraged. PLEASE DO NOT FAX OR EMAIL UNSOLICITED DOCUMENTATION Completed applications, required documentation, and any required addendums may be mailed to: Workers' Compensation Commission Attn: Personnel Division 10 E. Baltimore Street, 7th Floor Baltimore, MD 21202 The MD State Application Form can be found online. For more information please [e-mail] TTY Users: call via Maryland Relay Workers' Compensation Commission is an equal opportunity employer. It is the policy of WCC 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.