Executive Assistant, Operations Officer II (Non-civil)

THIS IS A NON-CIVIL SERVICE POSITION

CITY OF BALTIMORE, DEPARTMENT OF GENERAL SERVICES

EXECUTIVE ASSISTANT

Salary Range: $ 76,299.00 - $122,0780.00, ANNUALLY

Starting Pay Range: $ 76,299.00 - $ 99,188.00, 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:  https://humanresources.baltimorecity.gov/hr-divisions/benefits

JOB SUMMARY

The Executive Assistant (EA) to the executive leadership team is a high-impact, trusted partner to the Director, Deputy Director, and three (3) Assistant Deputy Directors (ADD). This role goes far beyond traditional scheduling and administrative support. The EA is responsible for protecting and amplifying the functional capacity of the executive team by orchestrating complex calendars and meeting workflows,
shielding executives’ time for strategic work, anticipating needs, and ensuring executive participation in internal and external engagements is seamless. The essential job responsibilities cover seven (7) core
areas: 1) strategic calendar management; 2) meeting orchestration; 3) external engagements; 4) stakeholder management and communications; 5) process improvement; 6) discretion & situational
judgement; and 7) general administrative executive support. The ideal candidate is mission driven, has high agency and pays intense attention to details. The position reports to the ADD for Administration.

ESSENTIAL FUNCTIONS

Specific functions of the job are outlined below, associated with each of the 7 areas.

Strategic Calendar Management

• Own and manage the integrated calendars for the executive team, aligning time with
  strategic priorities
• Proactively schedule, reschedule, and arrange meetings following established rules, standard operating procedures and priorities· anticipate and resolve calendar conflicts before they escalate
• Protect daily blocks of strategic work time
• Coordinate recurring internal meetings and screen meeting requests based on value and urgency

Meeting Orchestration & Follow-Through

• Ensure that all meetings have clear agendas, attendees, and outcomes
• Consolidate, prepare and distribute briefing materials in advance of meetings
• Coordinate logistics including virtual links, room bookings, and visitor access· track and document action items and decisions as needed
• Maintain a 2–4-week forward view of major engagements and potential conflicts

External Engagements, Travel & Conferences

• Plan and coordinate executive participation in offsite engagements and conferences
• Build travel itineraries including buffers, transportation, lodging, prep and recovery time
• Liaise with event organizers to confirm logistics and secure materials
• Monitor disruptions and adjust plans, as needed.

Executive Communications & Stakeholder Management

• Serve as a polished first point of contact for the executive team
• Draft and edit executive correspondence and or coordinate its release with the communications director
• Screen and prioritize incoming communications· maintain contact
  lists

Operational Excellence & Process Improvement

• Implement and refine SOPs for scheduling, travel, and meeting prep
• Implement rules-based scheduling practices
• Identify inefficiencies and propose improvements to the work across each of the 7 categories of
  responsibilities
• Leverage tools to optimize executive workflow
• Track operational metrics such as meeting volume and time allocation and provide findings and recommendations based on this data to the ADD for Administration

Confidentiality, Discretion & Judg