Executive Assistant

Introduction

The Maryland Department of Environment (MDE) is seeking a passionate and dedicated individual to join our team and contribute to the preservation and protection of our natural resources. As a forward-thinking and dynamic State agency, we are dedicated to protecting and preserving the State’s air, water, and land resources while safeguarding Maryland’s environmental health.

We are currently seeking an Executive Assistant for the Deputy Secretary. This is an exciting opportunity to contribute to the strategic operations of our agency and work closely with senior leadership.

MDE offers competitive pay, great benefits, a hybrid work schedule, as well as opportunities for advancement and professional growth. In addition, we offer a wide range of benefits such as medical and dental coverage, paid time off (i.e., vacation, sick leave), state pension, and supplemental retirement options (i.e., 401k, 457b, etc.). MDE headquarters offers free parking, a food court, and a gym on-site.

GRADE

17

LOCATION OF POSITION

Maryland Department of the Environment

Office of the Secretary

1800 Washington Blvd.,

Baltimore MD 21230

Main Purpose of Job

The Executive Assistant is a key member of the Office of the Secretary working with a team of administrative assistants to provide strategic administrative support to the highest-level executives. The Executive Assistant's responsibilities will include, but are not limited to managing schedules, handling confidential information, and coordinating various activities to ensure the office runs smoothly. The ideal candidate will possess excellent organizational, communication, and time-management skills and will be able to work under pressure in a fast-paced environment. This role requires exceptional organizational skills, discretion, and the ability to anticipate the needs of the executives to enable them to focus on strategic priorities.

Key Responsibilities:

• Manage complex calendars, including scheduling meetings, coordinating appointments, and resolving conflicts.
• Act as the liaison to high-level officials and meeting personnel involved, ensuring all logistics of travel are completed, and preparing detailed itineraries of meetings with the appropriate background information.
• Ensure weekly preparedness of the Assistant Secretary, which requires preparing and coordinating background material with the appropriate Administrations within MDE.
• Direct and assist the direction of activities on inquiries made to the Secretary of a technical, sensitive, and/or political nature.
• Work on special assignments from the Deputy, Assistant Secretaries, and Chief of Staff. Collect, write, and organize materials for submission to external customers or stakeholders.
• Handle conflicts within the office with leadership, tact, and diplomacy.

MINIMUM QUALIFICATIONS

Education:

• A bachelor’s degree in Business Administration, Communications, or a related field.

Experience:

• The ability to prioritize tasks effectively, manage multiple calendars, and meet deadlines.
• Demonstrated experience in balancing various responsibilities, sometimes under tight deadlines.
• Exercising strong phone etiquette, clear articulation in meetings, and interaction with clients or staff.
• Proficiency in drafting emails, reports, meeting notes, and presentations with clarity and professionalism.
• Demonstrated experience in understanding the needs and expectations of executives and colleagues to respond appropriately.

Notes:

• Applicants may substitute experience as defined on a year-for-year basis to substitute for the bachelor's degree.

DESIRED OR PREFERRED QUALIFICATIONS

• Prior experience working in an office setting, professional environment or business office.
• Experience working in a position that requires exceptional organizational skills, multitasking, and time management skills.
• Previous job responsibilities that required a high level of professionalism, strong relationship-building capabilities, and a collaborative mindset.
• Experience reporting to a manager or Executive level position.

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 the information submitted after this date. Successful candidates will be ranked as Best Qualified and placed on the eligible (employment) list for at least one year.

All information concerning the qualifications, including any required documentation (diploma, transcript, certificate, etc.) must be submitted and received by the closing date. Information submitted after this date will not be considered.

Should you possess a bachelor's/master’s degree from a college or university outside of the United States, you must have your educational credentials evaluated by an approved education review service. This evaluation must be submitted prior to hire.

All Applicants must be legally authorized to work in the United States under the Immigration and Reform Control Act of 1986.

BENEFITS

STATE OF MARYLAND BENEFITS

PERSONAL LEAVE - New State employees are awarded six (6) personal leave days annually (prorated based on start date).

ANNUAL LEAVE - Ten (10) days of accumulated annual leave per year.

SICK LEAVE - Fifteen (15) days of accumulated sick leave per year.

PARENTAL LEAVE - Up to sixty (60) days of paid parental leave upon the birth or adoption of a child.

HOLIDAYS - State employees also celebrate at least twelve (12) holidays per year.

FURTHER INSTRUCTIONS

It is highly preferred that you apply online. If you are unable to apply online, you may submit the State paper application and supplemental questionnaire (by the closing date) to [email protected] or mail to:

Maryland Department of the Environment, OHR - Recruitment and Examination Division, 1800 Washington Blvd., Baltimore MD 21230

For questions regarding this recruitment, please contact Tammy Lewis at 410-537-3130.

We thank our Veterans for their service to our country. People with disabilities and bilingual candidates are encouraged to apply. As an equal opportunity employer, Maryland is committed to recruitment, retaining, and promoting employees who are reflective of the State's diversity.