Executive Assistant, Operations Officer II (Non-civil)

THIS IS A NON-CIVIL SERVICE POSITION

CITY OF BALTIMORE, DEPARTMENT OF GENERAL SERVICES

EXECUTIVE ASSISTANT

Salary Range: $ 76,299.00 - $122,0780.00, ANNUALLY

Starting Pay Range: $ 76,299.00 - $ 99,188.00, ANNUALLY
 

GET TO KNOW US

Welcome to the City of Baltimore! Experience the reward of a fulfilling career and enjoy the added element of excitement in a vibrant, diverse atmosphere. The City of Baltimore offers limitless opportunities to help drive social impact, both on the job and in the community, while serving its citizens. Join us in making Baltimore a great place to live and work. In the City of Baltimore, we hire great people and provide them with the skills and opportunities to grow toward their career aspirations. If you are looking for a career change or are interested in learning more, explore our opportunities and benefits programs. We are excited to have you as a part of the City of Baltimore Team! The city offers medical, prescription drug, dental, vision, optional life, AD&D, and FSA plans. This office also supplies wellness programs, support groups, and workshops. You can learn about our benefits here:  https://humanresources.baltimorecity.gov/hr-divisions/benefits

JOB SUMMARY

The Executive Assistant (EA) to the executive leadership team is a high-impact, trusted partner to the Director, Deputy Director, and three (3) Assistant Deputy Directors (ADD). This role goes far beyond traditional scheduling and administrative support. The EA is responsible for protecting and amplifying the functional capacity of the executive team by orchestrating complex calendars and meeting workflows,
shielding executives’ time for strategic work, anticipating needs, and ensuring executive participation in internal and external engagements is seamless. The essential job responsibilities cover seven (7) core
areas: 1) strategic calendar management; 2) meeting orchestration; 3) external engagements; 4) stakeholder management and communications; 5) process improvement; 6) discretion & situational
judgement; and 7) general administrative executive support. The ideal candidate is mission driven, has high agency and pays intense attention to details. The position reports to the ADD for Administration.

ESSENTIAL FUNCTIONS

Specific functions of the job are outlined below, associated with each of the 7 areas.

Strategic Calendar Management

• Own and manage the integrated calendars for the executive team, aligning time with
  strategic priorities
• Proactively schedule, reschedule, and arrange meetings following established rules, standard operating procedures and priorities· anticipate and resolve calendar conflicts before they escalate
• Protect daily blocks of strategic work time
• Coordinate recurring internal meetings and screen meeting requests based on value and urgency

Meeting Orchestration & Follow-Through

• Ensure that all meetings have clear agendas, attendees, and outcomes
• Consolidate, prepare and distribute briefing materials in advance of meetings
• Coordinate logistics including virtual links, room bookings, and visitor access· track and document action items and decisions as needed
• Maintain a 2–4-week forward view of major engagements and potential conflicts

External Engagements, Travel & Conferences

• Plan and coordinate executive participation in offsite engagements and conferences
• Build travel itineraries including buffers, transportation, lodging, prep and recovery time
• Liaise with event organizers to confirm logistics and secure materials
• Monitor disruptions and adjust plans, as needed.

Executive Communications & Stakeholder Management

• Serve as a polished first point of contact for the executive team
• Draft and edit executive correspondence and or coordinate its release with the communications director
• Screen and prioritize incoming communications· maintain contact
  lists

Operational Excellence & Process Improvement

• Implement and refine SOPs for scheduling, travel, and meeting prep
• Implement rules-based scheduling practices
• Identify inefficiencies and propose improvements to the work across each of the 7 categories of
  responsibilities
• Leverage tools to optimize executive workflow
• Track operational metrics such as meeting volume and time allocation and provide findings and recommendations based on this data to the ADD for Administration

Confidentiality, Discretion & Judgment

• Handle sensitive information with confidentiality
• Exercise sound judgment in elevating or delegating issues
• Facilitate conflict-free coordination across executives
• Maintain ethical boundaries

General Administrative & Executive Support

• Manage P-card expense reports and related procurement paperwork
• Maintain organized information filing systems that leverage SharePoint document metadata 

MINIMUM QUALIFICATIONS

EDUCATION

Required:

• Bachelor’s degree or equivalent experience

EXPERIENCE

• 5–7+ years supporting C-suite or senior leaders
• Experience managing complex calendars in a fast-paced environment
• Exceptional communication skills
• Advanced proficiency with Microsoft Office and collaboration tools

Preferred:

• Experience supporting multiple executives simultaneously
• Familiarity with project management tools

OR

Equivalency Notes: Have an equivalent combination of education and experience.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong knowledge of business analytics and performance management.
• Strong leadership skills.
• This incumbent is organized, knows how to advocate for all employees and holds them accountable for service excellence.
• This person fosters a culture of employee engagement, rewards, and recognition.
• Genuine personality and disposition when communicating with people at all levels.
• This person is resourceful and can establish and maintain meaningful relationships
  with people at all levels, ranging from front-line employees to the mayor and
  across city agencies.
• Extensive knowledge of troubleshooting, complex analysis skills, and the ability to approach difficult situations that require mitigation.
  Knowledge of the principles and practices of public and business
  administration, including the process of planning, organizing, staffing,
  directing and controlling.                                                          
• Knowledge of methods and procedures for the collection or organization, interpretation and
  presentation of information.
• Knowledge of management practices and methods.
• Ability to adapt and apply the concepts and techniques of administrative analysis to work assignments.
• Ability to identify problem areas and recommend appropriate solutions based on logical consideration of alternatives.
• Ability to interpret and apply laws, rules, regulations, standards and procedures.
• Ability to prepare and present reports or recommendations clearly and concisely.
• Ability to compile data.
• Ability to coordinate the activities of an organizational unit.
• Ability to plan, organize and direct the work of others.
• Ability to research and write complex narrative and statistical reports.
• Ability to establish and maintain effective working relationships with city officials, community and business groups.to communicate effectively, both orally and in writing.
• Can multi-task and effectively address concurrent conditions/situations simultaneously.
• Extensive knowledge of managing priorities, making sound recommendations, and appropriately scheduling a mix of short-term, mid-term, and long-term goals to successfully complete
  projects.
• Possesses a thorough knowledge of the required principles, practices, regulations, and procedures of operating a governmental service organization.
• Ability to analyze complex data sets, present statistical performance analysis, and recommend solutions.
• Ability to lead change in a multi-stakeholder environment and make recommendations regarding
  operating policies and administrative practices.
• Possesses a keen ability to compromise when necessary and influence internal and external parties to consider new and different concepts and practices to bring about positive outcomes.
• This incumbent also takes the initiative to promote innovative ideas for the greater good of the division, and the DGS department, and Baltimore City, as needed.

LICENCES, REGISTRATIONS AND CERTIFICATES

Have a valid Maryland Class C Noncommercial
driver's license or an equivalent driver's license and be eligible to obtain a Baltimore City
driver’s permit.

PROVISIONAL DRIVER’S LICENSES ARE NOT ACCEPTABLE.

NOTE: YOU MUST UPLOAD A COPY OF YOUR VALID DRIVER’S LICENSE WITH THE APPLICATION AT THE TIME OF APPLYING.

FINANCIAL DISCLOSURE AND RESIDENCY REQUIREMENT

This position is required to complete an Affidavit for Political Appointees and Public Officials as part of the City’s Residency Requirement.  You will also be required to complete a Financial Disclosure pursuant to Sections 7-7, 7-8, and 7-9 of the City Ethics Law.

ADDITIONAL INFORMATION

BACKGROUND CHECK

Eligible candidates under final consideration for appointment to positions identified as positions of trust will be required to complete authorization for a Criminal Background Check and/or Fingerprint screening and must be successfully completed.

PROBATION

All persons, including current City employees, selected for this position must complete a 6-MONTH mandatory probation.

EQUAL OPPORTUNITY STATEMENT

Baltimore City Government is an Equal Employment Opportunity Employer, and we are committed to a workplace that values diversity, equity, and inclusion. The City of Baltimore prohibits discrimination on the basis of race, color, religion, age, sex, ancestry, creed, national origin, disability status, genetics, marital status, military service, sexual orientation, gender identity/expression, or any other characteristic protected by federal, state, or local laws. Applicants requiring accommodations during the hiring process should contact the Department of Human Resources directly. Requests for accommodations should not be attached to the application.

BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER