Executive Assistant

THIS IS A NON-CIVIL SERVICE POSITION
 

Salary Range:    

$55, $88,796.00 Annually
 

Starting Pay: 

$55,497.00 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:

Job Summary 
An Executive Assistant provides advice, staff assistance and administrative support to the Director of an agency. Work of this class involves no supervisory duties or responsibilities.    Incumbents receive managerial direction from the Director. Employees in this class work a conventional work week that may involve evening and weekend hours. Work is performed in an office where normal working conditions are encountered. Work requires minimal physical exertion.

Essential Functions    

• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the City.
• Performs confidential and special projects and researches and prepares reports and correspondence for the Director's signature.
• Schedules meetings; Manage daily calendar of meetings and events; resolving any scheduling issues
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents.
• Arrange travel and accommodations; Prepare expense reports
• Exercises sound independent judgment in screening mail, telephone calls and visitors; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Draft and prepare correspondence and bulletin for internal announcements
  •    Manage and prepare the Memorandum of Understanding that the City has with bargaining units that represent City employees
• Assist in preparing and managing presentations
• Be responsive to emails/texts/phone calls outside normal business hours
  •    Assists the Director and the Deputy Director in formulating and implementing administrative policies, practices, procedures and long-term goals for the agency.
• Directs and monitors the execution of decisions and policies of the Director and interprets decisions and policies for subordinate agency staff.
• Investigates and resolves confidential or sensitive administrative problems, complaints and situations at the request of the Director.
• Ensures adherence to laws, regulations, program policies and guidelines utilized by or impacting the department.
• Attend confidential administrative and operational meetings; organizes, coordinates and monitors the implementation of resultant actions, resolutions and administrative decisions.
• Assists high-level agency managers in the implementation and coordination of the administrative aspects of planning projects and programs.
• Represents the Director at meetings, as needed, reports on meetings to the Director
• Performs related work as required.

Minimum Qualifications

Education: Have a bachelor's degree from an accredited college or university.  
 

AND
 

Experience: Have five years of experience in performing executive level administrative support work including two years working in a confidential environment.  

Preferred Skills and Qualifications:

• Certified administrative professional (cap) or certified executive assistant (cea) certification
• Experience working in unionized environments

OR

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

Knowledge, Skills, and Abilities   

• Knowledge of the principles and practices of public administration.
• Ability to plan, organize and coordinate a program of administrative functions in a governmental organization.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Handle confidential information with a high level of discretion.
• Excellent communication and time management skills; proven ability to meet deadlines.
• Ability to function well in a high-paced environment; performs additional duties as assigned by executives.
• Ability to communicate effectively and professionally; Use discretion, confidentiality, and good judgment
• Ability to develop, implement and interpret policies, procedures and directives.
• Ability to research and compile administrative reports and documents and to analyze planning reports and statistical information.
• Ability to deal with confidential materials and situations with discretion, tact and diplomacy.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Demonstrate ability and temperament to work with sensitive information.
• Ability to think outside of the box with a sense of urgency.
• Serve as the primary point of contact Labor Commissioner.
• Organize and prioritize incoming requests.
• Monitor project deadlines and follow up on action items to keep things on schedule.
• Perform general administrative duties, such as filing documents and reporting.
• Ability to multitask in a fast-paced environment.
• Flexible hours as dictated by the needs of business for projects and meetings.
• Flexible team player.

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.

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. Do not attach your request for accommodation to the application. 

BALTIMORE CITY IS AN EQUAL OPPORTUNITY EMPLOYER