EXECUTIVE ASSOCIATE II (Two avaibable vacancies!)

Maryland; Baltimore, Northern (MD, KY); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Hybrid teleworking

Paid holidays

Generous paid leave

State Pension

401(k) and 457 plan

Health, dental and prescription plans

Flexible Spending Account

Credit Union

Job summary

The Maryland State Retirement Agency in Baltimore, MD is seeking an Executive Assistant to the Deputy Chief Investment Officer. You will coordinate calendars, arrange travel, prepare minutes, and manage invoices and reimbursements for the Investment Division, which oversees over $80 billion in assets.

This position offers hybrid work after training, with strong state benefits including health, retirement plans, generous paid leave, and on-site facilities.

Qualifications

• Associate or bachelor’s degree required.
• One year in general office settings or as receptionist.
• May substitute 3 years of relevant experience for education.

Responsibilities

• Provide administrative assistance and calendar coordination.
• Coordinate travel arrangements and accommodations in line with policy.
• Process invoices and reimbursements for the Investment Division.
• Maintain CRM and documentation to ensure current data.
• Prepare Committee agendas and assist during meetings.

Skills

Executive support

Calendar management

Travel coordination

Meeting coordination

Communications

Budget tracking

Document management

CRM data entry

Confidentiality

Microsoft Office

Outlook

SharePoint

Zoom/Teams

Education

Associate degree

Bachelor’s degree

Tools

Microsoft Office Suite

Outlook

SharePoint

Adobe Acrobat

Zoom

Teams

AI tools e.g. Copilot

Job description

Introduction The Maryland State Retirement Agency is the administrator of the Maryland State Retirement and Pension System (“System”). The System is a defined benefit retirement system covering governmental employees within the State of Maryland. It’s composed of twelve (12) separate retirement and pension systems with over 50 different rule sets. The System has over 430,000 participants (customers), including 192,000 members who are actively employed and participating in the System, 165,000 payees who receive a monthly payment from the System, and 40,000 vested members who are no longer actively employed but have earned a benefit that will become payable at a future date. Located in Baltimore’s Central Business District, SRPS offers a purpose-driven workplace with modern amenities, including panoramic city and harbor views, renovated common areas, upgraded elevators, and an on-site cafeteria. Employees enjoy comprehensive state benefits including medical, dental, prescription coverage, generous paid leave, participation in the state pension system, and supplemental retirement savings options (401(k), 457(b), and more). Additional perks include an on-site fitness center with showers and lockers, 24/7 building security, and easy access to restaurants, shops, public transit, and major highways. We have two Executive Associate II openings on two different schedules. 1) M - F, 7:30 am to 4 pm (2 days telework after training period) 2) M - F, 9:30 am to 6 pm (2 days telework after training period). This is a Political Special Appointment position and serves at the pleasure of the Appointing Authority.

GRADE

STD 15

LOCATION OF POSITION

120 E. Baltimore St. Baltimore, MD 21202

Main Purpose of Job

Responsible for assisting the Deputy Chief Investment Officer in directing and coordinating the activities of the Investment Division, which manages over $80 billion in assets. The Investment Division is delegated with the responsibility for the day-to-day investment of funds of the System in accordance with the policies, regulations and objectives formulated by the Board. The purpose of the position is to act as the Executive Assistant to the investment teams, coordinating meeting schedules and managing calendars, making travel arrangements according to policy and regulations, overseeing agendas and preparing minutes of Committee meetings, managing the reimbursements and invoices, and providing staff support and resources as needed to support to the diverse administrative functions relating to the Investment Division with responsibility for handling special and sensitive investment issues.

POSITION DUTIES

• Provide administrative assistance
• Manage the scheduling and calendars of
• Coordinate and make travel arrangements and accommodations for team members consistent with state regulations and agency policy
• Process and manage the collection of invoices and receipts for reimbursement or payment
• Update the customer relationship management software and other applications with documents and data to help ensure the application is accurate and current
• Responsible for ensuring high standards of quality for any material distributed by the Investment Division, reviewing relevant material to ensure that is logical, understandable and consistent.
• Track, record and communicate the status of the legal review process for new investments.
• Research and gather data and/or materials for the Deputy Chief Investment Officer to review by using the Internet and other sources
• Responsible for documenting and tracking the Team’s spending on travel, conferences, subscriptions, supplies, and other budgeted items
• Assist the Deputy Chief Investment Officer with coordinating and preparing Committee agendas
• Attend Committee meetings and assist the Deputy Chief Investment Officer during meetings
• Upon the Deputy Chief Investments Officer’s request, attend and coordinate meetings with various Subcommittees and Trustees
• Other special projects and duties as assigned

MINIMUM QUALIFICATIONS

• Education: An associate degree or bachelor’s degree.
• Experience: One year of experience in general office settings such as office assistant and working as a receptionist.
• Note: May substitute 3 additional years of relevant experience for educational requirement.

DESIRED OR PREFERRED QUALIFICATIONS

• Experience providing high-level executive administrative support to senior leadership, including managing complex calendars, coordinating meetings, and preparing executive briefing materials.
• Strong organizational and prioritization skills with the ability to proactively manage competing demands, resolve scheduling conflicts, and track follow-up actions.
• Demonstrated ability to manage confidential and sensitive communications with discretion, sound judgment, and professionalism.
• Experience overseeing correspondence workflows and constituent inquiries, including tracking assignments and ensuring timely, high-quality responses.
• Familiarity with financial and administrative processes such as purchasing cards, expense reporting, travel coordination, and compliance with state or organizational policies.
• Excellent written and verbal communication skills, with the ability to coordinate effectively across executive offices, program leadership, and external stakeholders.
• Strong interpersonal skills - ability to interact effectively with internal and external stakeholders.
• Proficiency in office software: Microsoft Office Suite, Outlook, SharePoint or equivalent tools. Document management and virtual meeting tools: Adobe Acrobat, Zoom, Teams, similar and AI tools such as Microsoft Copilot.
• Certifications are preferred such as Certified Administrative Professional, Professional Certified Executive Assistant, and Microsoft Office Specialist and should be reflected in your application under the ‘Licenses & Certifications’ tab.
• Ability to gather and analyze information for decision making purposes. Identify ways to streamline processes and improve efficiency.

SPECIAL REQUIREMENTS

A resume and cover letter are required to be uploaded with your application. Please combine the resume and cover letter into one pdf file to upload to application.

Due to the confidential nature of the work, selected candidates must undergo and pass a background and credit check.

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meet the minimum, selective and preferred 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 the employment (eligible) list for at least one year or be placed on a register for at least one year. This list will be used by the hiring agency to select candidates for interviews in-person or virtually.

For education obtained outside the U.S., any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview).

Complete applications must be submitted by the closing date. Information submitted after this date will not be added.

Incorrect and/or in completed application forms will not be accepted.

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.

You may be asked to complete a supplemental questionnaire. The supplemental questionnaire may be used as part of the rating process. Therefore, it is important that you provide complete and accurate information on your application.

BARGAINING UNIT STATUS

This position is exempt from Bargaining.

BENEFITS

• 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)
• 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

STATE OF MARYLAND BENEFITS

FURTHER INSTRUCTIONS

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application and supplemental questionnaire to: Maryland State Retirement and Pension Systems Human Resources Section 120 E. Baltimore Street Baltimore, MD 21202 Email Nick Pindale at [e-mail]

PLEASE DO NOT SUBMIT UNSOLICITED DOCUMENTATION

The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State’s diversity.

People with disabilities and bilingual candidates are encouraged to apply.

We thank our Veterans for their service to our country.

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