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EXECUTIVE ASSOCIATE II

Investment Division

Recruitment #22-005052-0007

Introduction

The Maryland State Retirement Agency (the "Agency") is the administrator of the Maryland State Retirement and Pension System (the "System"). The System is a multi-employer, public employees & ;benefit retirement system composed of twelve (12) separate retirement and pension systems with additional plan components, covering approximately 245,000 active members and more than160,000 retires and beneficiaries.

The Agency's Investment team is both results driven and creative problem solvers who work together to manage a global multi-asset portfolio and to provide a secure base of assets to pay the current and future benefits for the underlying retirees and beneficiaries. The Investment Division is committed to providing a comprehensive work environment that will give the investment team members a complete understanding of the institutional investment process and to provide a diverse and inclusive workplace that embraces both analytical and creative thinkers. 

The Agency is seeking an exceptional individual who is well organized, motivated and detail oriented to serve as an Executive Associate to the Chief Investment Officer and Investment Division. This is a Special Appointment position and serves at the pleasure of the Appointing Authority.

GRADE

15

LOCATION OF POSITION

120 East Baltimore Street

Baltimore, Maryland 21202

Main Purpose of Job

This position is responsible for assisting the Chief Investment Officer and the Deputy Chief Investment Officer in directing and coordinating the activities of the Investment Division, which manages over $65 billion in assets. The Investment Division is delegated with the responsibility for the day-to-day investment of funds of the System in accordance with the policies, regulations and objectives formulated by the Board.

The purpose of the position is to: 

a) Serve as an Office Administrator providing primary staff support to the diverse administrative functions of the Investment Division with responsibility for handling special and sensitive investment issues and coordination of the activities of the Chief Investment Officer and 

b) Act as the Executive Assistant to the Investment Committee of the Board of Trustees, overseeing agendas and preparing Minutes of the monthly meetings, and providing staff expertise and resources as needed.

POSITION DUTIES

The specific duties include but are not limited to:

Executive Associate to the Investment Committee

  • Following the direction of the Chief Investment Officer and Deputy Chief Investment Officer, manage and exercise administrative assistance over the Investment Committee program and establish an effective working relationship with the Trustees and Public Member Advisors;

  • Assist the Chief Investment Officer and Deputy Chief Investment Officer with coordinating and preparing the Investment Committee agendas by:
    • reviewing materials and exhibits;
    •  advising the Chief Investment Officer as to quorum status; and    
    • overseeing preparation of documentation for inclusion in Board of Trustees; agendas

  • Coordinate arrangement for parking spaces, parking vouchers, and ordering of meals for Investment Committee for meetings. 
  • Attend Investment Committee meetings and assist the Chief Investment Officer and Deputy Chief Investment Officer by:
    • preparing and retaining minutes of the public meetings and confidential executive sessions in accordance with required retention schedules;
    • maintaining other documents and records pertaining to the investments; 
    • preparing and presenting supportive data and documents; and 
    • making available staff expertise and other appropriate resources to the Committee as needed to assist in its deliberations.

Office Administrator

  • Understand and implement Chief Investment Officer policies and programs. 
  •  Support the agency in scheduling, ticketing, processing and accounting for staff travel.
    • The CIO and staff engage in domestic and international travel to attend meetings, conferences and training.
    • Support this travel as the liaison between staff, travel agent, approval process and reimbursement process. 

  • Organize and execute complicated and continuing assignments accurately without instructions for the Chief Investment Officer such as: 
    • conducting special research projects requiring written or telephone surveys of other state pension plans;
    • assisting with special projects by creating charts and table in Microsoft Excel, Word, and PowerPoint; and
    • Research and gather data and/or materials for the Chief Investment Officer for review by using the Internet and other sources.

  • Coordinate and expedite the daily operations and administrative duties for the Chief Investment Officer, often re-setting priorities due to constantly changing circumstances such as:
    • scheduling meetings; coordinating travel; preparing, editing, and proofreading letters and memorandums to Committee members and other business professionals; 
    • preparing large mailings to Trustees and other business professionals; and  
    • photocopy and distribute material upon request and processing incoming mail.

  • Assist the Chief Investment Officer by serving as a Public Relations Officer with the responsibilities of: 
    • handling routine correspondence and telephone inquiries from beneficiaries and the general public without supervision; and 
    • responding diplomatically to inquiries from State officials, State Legislators, the Governor's Office, the three Public Member Advisors to the Investment Committee and the Board of Trustees.

  •  Acting as a liaison between the Chief Investment Officer both within the Investment Division and among external departments and agencies and in connection with all investment related functions. 
  • Responsible for ensuring high standards of quality for any material distributed by the Investment Division, reviewing relevant material to ensure that is logical and understandable. 
  • Be conversant on topics related to the financial markets.  Be able to edit financial documents and charts for both mathematical and grammatical errors as well as for illogical mistakes. 
  • Coordinate and expedite the Chief Investment Officer, Deputy Chief Investment Officer and Investment Division staff travel arrangements and accommodations.

Board of Trustees Annual Education Sessions

  • Following the direction of the Chief Investment Officer, responsible for assisting with the over sight of special projects such as planning and coordinating of the Board of Trustee Education seminars which includes:
    •  Preparing and managing the agenda;  
    •  Coordinating meals and activities; and 
    •  Reserving meeting space and acting as contact for venue staff.

MINIMUM QUALIFICATIONS

Education: Associates Degree from an accredited college or similar certification. Education requirement may be met with five years’ experience as an executive administrative assistant in an office environment.

DESIRED OR PREFERRED QUALIFICATIONS

Preferred Qualifications:

  • Proficient in Microsoft office suite of applications, particularly Excel and Word 
  • Experience in travel expense accounting and reporting

SELECTION PROCESS

Please make sure that you provide sufficient information on your application to show that you meetthe minimum 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 ranked as Best Qualified, Better Qualified, or Qualified and placed on the employment (eligible) list for at least one year. This list will be used by the hiring agency to select employees.

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must accompany the application.

Due to the confidential nature of the work, selected candidates must undergo and pass a background check.

EXAMINATION PROCESS

The assessment may consist of a rating of your education, training, and experience related to therequirements of the position. It is important that you provide complete and accurate information onyour application. Please report all experience and education that is related to this position.

BENEFITS

FURTHER INSTRUCTIONS

The online application process is STRONGLY preferred. If you are unable to apply online, you may mail a paper application to:

DBM/Recruitment &; Examination Division  

301 West Preston Street, Room 608  

Baltimore, MD 21201 

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. 

As an equal opportunity employer, Maryland is committed to recruiting, retaining and promoting employees who are reflective of the State's diversity. Appropriate accommodations for individuals with disabilities are available upon request by calling 410-767-3623.

We thank our Veterans for their service to our country and encourage them to apply.

Bilingual applicants are encouraged to apply.



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