Executive Operations Admin – Fleet & Facilities

City of Baltimore; Baltimore (MD); On-site; USD 58,305 - 75,797; Full time

Job summary

City of Baltimore is seeking an organized Operations Assistant III to provide executive-level administrative and operational support to the Chief of Fleet and Facilities Management. You will coordinate the Fleet and Facilities sections, manage scheduling, communications, and contracts, and help with hiring and reporting.

The ideal candidate has strong organizational, communication, and analytical skills to juggle multiple priorities with professionalism and accuracy.

Qualifications

• High school diploma or GED required.
• Three years of experience coordinating moderately complex administrative or operations projects.
• Equivalency acceptable in lieu of education/experience.

Responsibilities

• Manages and coordinates the chief of fleet and facilities’ calendar, meetings, appointments, and related scheduling needs.
• Schedules internal and external meetings, prepares meeting materials, takes notes, and tracks follow-up items.
• Monitors the fleet and facilities shared inbox and provides timely and professional responses or routes inquiries to the appropriate staff member.
• Responds to telephone calls, emails, and requests received by the fleet and facilities sections.
• Serves as a liaison between the chief, division managers, employees, vendors, contractors, city agencies, and the public.
• Assists with processing, tracking, and following up on facilities work orders, fleet requests, service requests, and other operational assignments.
• Supports the facilities manager with administrative activities related to contracts, vendors, procurement, and onboarding of employees and contractual personnel.
• Collects, compiles, organizes, and maintains information related to fleet and facilities operations.
• Creates and maintains reports, spreadsheets, trackers, and other tools to monitor work orders, repairs, projects, assignments, contracts, fleet activities, and status of work being performed.
• Prepares correspondence, reports, summaries, presentations, meeting agendas, and other informational materials.
• Reviews operational data and identifies overdue assignments, unresolved requests, recurring issues, and matters requiring management attention.
• Assists management with moderately complex operational studies, analyses, procedures, and process-improvement initiatives.
• Maintains organized electronic and paper files, records, calendars, and operational documentation.
• Provides general administrative and operational support to fleet and facilities leadership as needed.
• Performs related duties as assigned.

Skills

English usage

Data collection

Analytical skills

Report preparation

Communication

Interpersonal skills

Data tabulation

Presentation

Education

High school diploma or GED

Job description

City of Baltimore is seeking an organized Operations Assistant III to provide executive-level administrative and operational support to the Chief of Fleet and Facilities Management. You will coordinate the Fleet and Facilities sections, manage scheduling, communications, and contracts, and help with hiring and reporting.

The ideal candidate has strong organizational, communication, and analytical skills to juggle multiple priorities with professionalism and accuracy.