Executive Associate & Facilities Manager (EXECUTIVE ASSOCIATE I)

Introduction

This position will act as the personal secretary and administrative support to executive leadership and their direct reports. Will also manage and ensure the physical office environment is safe, efficient, and aligned with state regulatory standards.

This position requires attention to detail, the ability to multitask and prioritize work for multiple staff and ensure timeliness and accuracy. Communication and customer service skills are a must as this position will maintain frequent contacts with public and private executives, professional staff and other officials in state government.

• **This is a contractual position with limited benefits***

GRADE

14

LOCATION OF POSITION

100 Community Place, Crownsville, MD

POSITION DUTIES

Executive Administrative Support

Calendar & Schedule Management: Maintain complex executive calendars; proactively notify leadership of upcoming commitments and provide necessary preparatory materials. Travel & Logistics: Coordinate end-to-end travel arrangements (air, lodging, transportation, and registration) for both in-state and out-of-state travel. Financial Administration: Process and file accurate reimbursement expense reports following travel or procurement activities. Correspondence & Documentation: Draft, type, and proofread manuscripts and official correspondence; prepare agendas and materials for in-person and virtual meetings. Utilize state-approved vendors and electronic purchasing systems to acquire office supplies and equipment. Monitor supply levels and equipment functionality to prevent operational downtime. Special Projects & other similar duties as assigned.

Facilities & Operations Management

Space Planning & Optimization: Analyze office footprints to accommodate growth or hybrid work shifts while ensuring all layouts meet state-mandated space standards. Building Liaison: Act as the central point of contact for building maintenance, landlord relations, and utility providers. Security & Safety: Implement and oversee office security protocols to ensure a safe working environment for all staff and visitors.

MINIMUM QUALIFICATIONS

Education: Completion of a High School diploma or GED.

Experience: Three years working for executive level management performing advanced level secretarial work, to include maintaining calendars in Google Workspace, routing documents through Adobesign, making travel arrangements and creating expense reports.

DESIRED OR PREFERRED QUALIFICATIONS

Our preferred candidate will have one or more of the following:

One year experience using Microsoft Suite applications in creating and maintaining expense reports and creating spreadsheets in Excel, creating documents in Word and presentations in PowerPoint.

Six months experience in facilities management. This may include space planning, security & safety or as a building liaison.

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 placed on the eligible (employment) list for at least one year.

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

Contractual employees who work for an agency and have a current employment contract of 30 or more hours a week (or on average 130 hours per month) will be eligible for subsidized health benefits coverage for themselves and their dependents. View rates on the Department of Budget & Management website, State Employees, Health Benefits, Contractual/Variable rates.

Leave may be granted to a contractual employee at a rate of one hour for every 30 hours worked, not to exceed 40 hours per calendar year.

FURTHER INSTRUCTIONS

Online applications are highly recommended. However, if you are unable to apply online, the paper application and supplemental questionnaire may be submitted to: Department of Budget and Management, Recruitment and Examination Division, 301 W. Preston St., Baltimore, MD 21201. Paper application materials must be received in our office by the closing date for the recruitment. No postmarks will be accepted.

For questions regarding this recruitment, please contact the DBM Recruitment and Examination Division at Application.Help@maryland.gov or 410-767-4850, MD TTY Relay Service 1-800-735-2258.

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.