Executive Associate & Facilities Manager Executive Associate

Position: 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. It will also manage and ensure the physical office environment is safe, efficient, and aligned with state regulatory standards. This role 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, including maintaining calendars in Google Workspace, routing documents through Adobe Sign, making travel arrangements, and creating expense reports.

Desired or

Preferred Qualifications

• One year experience using Microsoft Suite applications to create and maintain expense reports, spreadsheets in Excel, documents in Word, and presentations in PowerPoint.
• Six months experience in facilities management, including space planning, security & safety, or as a building liaison.

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.
• 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.

EEO Statement

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

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