LRM Administrative Assistant

Join us in shaping the future of aging initiatives with the Longevity Ready Maryland division.

• Gather information, create and maintain a database of all programs, services, and funding directed at older adults, and map them across departments and agencies of the State of Maryland.
• Guided by the Director, plans, develops, conducts, and supervises the relationships with partners and collaborators, keeping organized records of conversations and agreements; evaluates partnerships alignment and promotes effective collaborations.
• Guided by the Director, plans agendas, develops issue briefs, supports meetings, and is responsible for MDOA’s communications with the LRM Advisory Council, the Stakeholders Advisory Group, the Research Workgroup, and the Equity Workgroup.
• Develop and maintain management tools such as critical path and program management.
• Reports on established parameters to measure progress and success of cross-sector initiatives.
• Formulates reports and recommendations based on analyses conducted on the effectiveness of internal strategies to advance the multisector plan.
• Onboarding of partners and volunteers, manuals, tool kits, workflow charts, performance measurement criteria, and organization charts.
• Supervises or assists in supervising specific programs, sub-programs, or operational units of the multisector plan.
• Participates in the formulation, establishment, or modification of program goals and objectives through analysis of alternatives, trends, available resources, and projected program needs.
• Administration, organization, and coordination of all team initiatives and efforts. Including emails and communications with MDOA colleagues, cross-sector partners, and stakeholders.

Meeting Coordination:

• Organize meetings, manage scheduling, send reminders, provide bios and other documents, take meeting notes, follow up on action items, and maintain records of discussions, attendees, and contact information.
• Coordinates visuals and technologies and keeps records of the LRM presentations and audiences.
• Calendar and Communications Management.
• Manage the Director's calendar, schedule meetings, make appointments, and prioritize sensitive matters. 
• Communicate effectively with staff, colleagues, and stakeholders involved in meetings.

Record Keeping:

• Prepare and maintain accurate records, databases, and files for easy access, record-keeping, and reporting. 
• Participates in the program planning process by developing forecasts, proposals, or procedures for orderly growth.
• Confers with other administrative officials, program heads, staff specialists, or others to exchange information about the programs or initiatives.
• Advises departmental officials regarding administrative practices, procedures, policies, compliance, and reporting requirements.
• Coordinates inter-agency collaborations to identify and refer MDOA leaders as liaisons with officials in other agencies in the State, legislature, the federal government, private industry, or local government agencies.
• Assist the Director with budget management and reporting.

Coordination Assistance:

• Provide coordination support to the Longevity Ready Maryland division and stakeholder engagement initiatives.
• Provide operational and logistical support for stakeholder engagement activities and initiatives.

Travel Coordination:

• Coordinate the travel itinerary of the Director and the Longevity Ready Maryland division, including submitting requests to attend forms and following up for approval.
• Manages and follows up on the submissions of expense reports.

Constituent Communications:

• Screen and respond to LRM communications, including emails, and maintain a comprehensive record of all such communications.

Phone Management:

• Answer phone calls politely and professionally, keeping a detailed record of conversations.

Preference will be given to those who have one or more of the following:

• Two years of experience performing Administrative Assistant duties for a higher-level director.
• Bachelor’s degree in English, Journalism, Communications, Marketing, or related field.
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint) and Google Applications (Sheets, Docs, Email & Calendar). 
• Proficient in the use of AdobePro for routing and signing of documents.