EXECUTIVE ASSOCIATE III (EXECUTIVE ASSOCIATE III)

Maryland; Baltimore (MD); On-site; USD 52,000 - 72,000; Full time

Job summary

The Maryland Department of Commerce is seeking an Executive Associate III to support the day-to-day activities in the Office of the Secretary and advance the agency's mission.

The role provides administrative, operational, and project support to the Senior Advisor and Secretary, manages schedules, coordinates meetings, handles travel, and oversees document workflows using Salesforce. Onsite five days a week with flexibility for evenings, weekends, and holidays as needed.

Qualifications

• High school diploma or equivalent required.
• Three years of administrative staff or professional work experience.
• Additional college credits may count toward required experience.
• Bachelor's degree may fulfill the experience requirement.
• Military service as an officer with staff work can count toward experience.

Responsibilities

• Provide administrative, operational, technical, and project assistance to the Senior Advisor and Secretary.
• Manage, coordinate, and expedite administrative tasks; schedule appointments; greet visitors; prepare briefings and reports.
• Process invoices and procurement requests; maintain files; travel arrangements; web research and site management tasks.
• Manage document workflow and archival system using Salesforce; interact with state and federal officials; support special projects.

Skills

Interpersonal skills

Written communication

Oral communication

Office management

Administrative skills

Organizational skills

Education

High school diploma or equivalent

30 college credit hours per year (up to 2 years)

Bachelor's degree considered

Military staff experience counting toward requirements

Tools

Google Suite

Microsoft Office

Job description

GRADE

17

LOCATION OF POSITION

World Trade Center
401 East Pratt Street, Baltimore, MD 21202

Main Purpose of Job

The Department of Commerce is seeking qualified applicants for the position of Executive Associate III to support the day-to-day activities and initiatives in the Office of the Secretary related to the overall mission of the agency.

POSITION DUTIES

The primary responsibility of this position is to provide administrative, operational, technical, and project assistance to the Senior Advisor and Secretary. The incumbent will manage, coordinate, and expedite administrative tasks; schedule appointments; greet visitors; prepare briefings, correspondence and reports; compile data; make travel arrangements; maintain files; process invoices and procurement requests; conduct web-based research and assist with website management tasks. Individual will manage the document workflow and archival system using Salesforce; also assist with special projects and provide ongoing maintenance of these projects which may include data base entry and interaction with other federal, state, and local government agencies and officials including the Governor’s office, Cabinet Secretaries and head of Independent State Agencies, members of the General Assembly and of the Congressional delegation. Candidates must be well-organized, self-motivated and able to work independently; possess excellent interpersonal, written, and oral communications skills; excellent office management and administrative skills; able to establish and maintain effective working relationship with high level public and private sector officials; handle multiple concurrent and high priority tasks; have an aptitude for detailed work; possess a good work and attendance record. The Office of the Secretary for Commerce is a fast-paced environment and the candidate must be able to work onsite five (5) days per week and be flexible with short notice based upon the needs of the Secretary, including evenings, weekends and holidays. Proficiency in the use of Google Suite, Microsoft Office or other relevant software is required.

MINIMUM QUALIFICATIONS

• Education: Candidates must have graduated from an accredited high school or possess high school equivalency certificate
• Experience: Three (3) years of administrative staff or processional work experience.
• Note:
• 1. 30 college credit hours from an accredited college or university for each year up to two (2) years of the required experience;
• 2. Possession of a Bachelor's degree from a college or university for the required experience;
• 3. U.S. Armed Forces military service experience as a commissioned officer involving staff work that included regular use of independent judgement and analysis in applying and interpreting complex administrative plans, policies, rules or regulations or analysis of operational programs or procedures with recommendations for improvement on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

• 1. Experience in state government and procurement
• 2. Experience with Financial Management Information System (FMIS)
• 3. Experience providing direct administrative support to executive-level leadership, including calendar logistics and meeting coordination.
• 4. Experience providing guidance & responding to inquiries from external/internal customers.

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

As an employee of the State of Maryland, you will have access to outstanding benefits, including: health insurance, dental, and vision plans offered at a low cost.

As an E-Verify and 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 and encourage them to apply.