EXECUTIVE ASSOCIATE III

120 East Baltimore Street Baltimore, Maryland 21202

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) to 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) to 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.

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 tables 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, accommodations and expense reimbursements.

 Board of Trustees Annual Education Sessions

• Following the direction of the Chief Investment Officer, responsible for assisting with the oversight 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.

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.

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 ranked as Best Qualified, Better Qualified, or Qualified and placed on the eligible (employment) list for at least one year.

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.

STATE OF MARYLAND BENEFITS

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.

For education obtained outside the U.S., a copy of the equivalent American education as determined by a foreign credential evaluation service must be provided prior to hire.