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SPECIAL ASSISTANT

EXECUTIVE ASSOCIATE II

Recruitment #26-005052-0002

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Introduction

If you are looking for a challenging and rewarding role as a special appointment, join the dynamic team at the Maryland Department of Labor's Office of the Secretary (OOS) and be a part of shaping the future of labor policies and initiatives in the state!

The Maryland Department of Labor (Labor) is an economic driver for the state by providing businesses, the workforce, and the consuming public with customer-focused regulatory, employment, and training services. Labor safeguards Maryland's work environments through partnership, outreach, and educational programs that encourage ongoing workplace safety and health improvements.

Labor strives to create an equitable and inclusive Maryland where all residents have the opportunities and resources to attain financial stability, reach their career potential, and contribute to their communities; where businesses have access to capital and the skilled workforce they need to succeed; where workplaces are safe and well-regulated; and where the economy is resilient and growing.

The mission of the Maryland Department of Labor is to connect Marylanders to good jobs, protect workers, consumers, and the public, support Maryland businesses, and foster economic growth and competitiveness.

We envision an equitable and inclusive Maryland where all residents have the opportunities and resources to earn fair pay, attain financial stability, reach their career potential, and contribute to their communities; where businesses have access to capital and the skilled workforce they need to succeed; where residents are safe where they live, work, and play; and where the economy is resilient and growing.

Following the State of Maryland Customer Service Promise, the Maryland Department of Labor is committed to providing constituents with services in the following manner:

  • Friendly and Courteous: We will be helpful and supportive and have a positive attitude and passion for what we do.
  • Timely and Responsive: We will be proactive, take initiative, and anticipate your needs.
  • Accurate and Consistent: We will always aim for 100% accuracy and be consistent in interpreting and implementing state policies and procedures.
  • Accessible and Convenient: We will continue to simplify and improve access to information and resources.
  • Truthful and Transparent: We will advance a culture of honesty, clarity, and trust.

If you are a proactive, detail-oriented, and highly organized individual with a passion for supporting high-level executives and making a difference, this is the perfect opportunity for you!

This position is a management service position that serves at the pleasure of the appointing authority.

GRADE

15

LOCATION OF POSITION

Office of the Secretary
100 S. Charles Street
Baltimore, Maryland 21201

Main Purpose of Job

As the Executive Associate (EA)/Special Assistant, you will provide high-level administrative support to the Secretary and Deputy Secretary and contribute to the overall efficiency and effectiveness of the executive office. This role involves a wide range of responsibilities and serves as a crucial link between the secretary's office and internal/external stakeholders.

POSITION DUTIES

Duties of this position include but are not limited to:

Executive Scheduling, Coordination, and Office of Operations

● Manage executive calendars, including scheduling, confirming, modifying, and canceling appointments for the Deputy Secretary as well as providing backup for the Secretary as needed.

● Prepare agendas, event cover sheets, and talking points in coordination with the Communications Department when required.

● Maintain conference room calendars and manage requests for shared meeting space.

●      Support OOS office workflow related to visitors, meetings, and executive priorities.

Executive Preparation, Research, and Written Communications

●      Determine briefing needs for meetings, speeches, and engagements and serve as liaison to senior staff to ensure briefing materials are complete, accurate, timely, and aligned with agency priorities.

● Conduct background research and compile materials to support executive decision-making.

Correspondence, Records Management, and Tracking

● Draft, format, edit, and route correspondence for the secretary’s signature, including letters, emails, invitations, and responses.

● Review correspondence and forms for completeness and accuracy, including expense vouchers, personnel position action requests, and training requests.

Administrative Support, Communications, and Office Resources

● Maintain confidential files, records, and sensitive information with discretion.

● Track office supply inventory and coordinate restocking and procurement with appropriate staff.

MINIMUM QUALIFICATIONS

EDUCATION: Graduation from an accredited high school or possession of a high school equivalency certificate.

EXPERIENCE: Five years of progressively responsible experience providing administrative support to a senior- or executive-level manager. One year of the above experience must have included office management. Relevant experience in a state or local government agency is desirable.

SELECTIVE QUALIFICATIONS

Applicants must meet the selective qualifications to be considered.  Include clear and specific information on your application regarding the qualification.

2 years of experience providing advanced administrative or executive support to senior leadership, public accountability, high-visibility inquiries, or elected or appointed officials.

2 years of experience drafting, editing, and routing professional correspondence for executive signature, including letters, emails, memoranda, or formal responses with discretion.

2 years of experience using office productivity and tracking systems (e.g., shared calendars, document management systems, spreadsheets, or correspondence tracking tools).

DESIRED OR PREFERRED QUALIFICATIONS

Preference will be given to applicants who possess the following preferred qualification(s).  Include clear and specific information on your application regarding your qualifications.

Experience preparing briefing materials, background research, or executive summaries to support meetings, events, or decision-making. 

Experience coordinating or supporting executive travel, events, or high-profile meetings.

SPECIAL REQUIREMENTS

All candidates are subject to a background check against files maintained by the Division of Unemployment Insurance (MD Labor/DUI) to determine whether any monies are owed to MD Labor/DUI as a result of unemployment insurance overpayment/fraud. Any unpaid debt may have an impact on whether or not a candidate is offered employment.

SELECTION PROCESS

Applicants must provide sufficient information on the application to show they meet the qualifications for this recruitment. 

All information concerning the qualifications, including any required documentation (diploma, transcript, certificate, etc.), must be submitted and received by the closing date. Information submitted after this date will not be considered. Applications that meet minimum and/or selective qualifications will be referred to the hiring unit for interview selection. Units will select those candidates most closely demonstrating the qualifications for interview.

You may submit a resume with your application.

EXAMINATION PROCESS

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.

BENEFITS

This is a full-time, permanent position and eligible for full state benefits, which include

Flexible hours and hybrid teleworking

Paid holidays 12-13 per year

Generous paid leave package (annual, sick, personal and compensatory leave)

State Pension ("defined benefit" plan)

Tax-deferred supplemental retirement savings plans (401(k) and 457)

Free parking

Comprehensive, subsidized health, dental and prescription plans with little to no deductibles, free generic prescriptions, and free preventative health services

Flexible Spending Account plans for Health Care and Daycare

State Employees Credit Union

 

To learn more, please click this link:

STATE OF MARYLAND BENEFITS

FURTHER INSTRUCTIONS

U.S. military veterans may qualify for additional bonus points towards certification. Any job offer will be contingent on the candidate providing a U.S. military form DD 214 verifying honorable discharge from service prior to starting employment (and may be requested prior to the interview).  Permanent state employees do not need to submit proof of veterans’ status. 

If you are unable to apply online or encounter difficulty attaching required or optional documentation, you may submit via mail or deliver in person. Please be sure to include your name, identification number (Easy ID#) and job announcement number on any documentation to ensure timely processing.

PLEASE DO NOT FAX OR EMAIL UNSOLICITED DOCUMENTATION

Completed applications, required documentation, and any required addendums may be mailed to:

MD Labor/Office of Administration
Attn: Ernestine Hyman  26-005052-0002 
100 S. Charles Street, Tower 1, Suite 5000
Baltimore, MD 21201

The MD State Application Form can be found online

For additional information, please contact Ernestine Hyman at 410-230-6298 or via email at ernestine.hyman1@maryland.gov.


The Maryland Department of Labor is an equal opportunity employer. It is the policy of DOL that all persons have equal opportunity and access to employment opportunities, services, and facilities without regard to race, religion, color, sex, age, national origin or ancestry, marital status, parental status, sexual orientation, disability, or veteran status.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online
View and print the Supplemental Questionnaire. This recruitment requires completion of a supplemental questionnaire. You may view and print the supplemental questionnaire here.
Apply via Paper Application. You may also download and complete the Paper Application here.

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