Hybrid Executive Assistant

at University System of Maryland

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $90,000 - $105,000 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Baltimore, United States

About the role

• Executive Assistant managing the Chancellor’s Office operations and supporting strategic priorities. Ensuring efficient workflow and handling sensitive information with discretion.

Responsibilities

• Manages the Chancellor’s calendar:
• - Reviews and responds to meeting requests and invitations, and as appropriate, confers with the Chancellor or Chief of Staff or exercises independent judgment on the Chancellor’s availability.
• - Analyzes the Chancellor’s calendar and ensures the calendar is free from conflict.
• - Schedules in-person, virtual, and hybrid meetings and coordinates logistics.
• - Ensures the Chancellor is provided with briefing materials for each event.
• Other Administrative support to the Chancellor:
• - Prepares meeting materials, agendas and executive correspondence,
• - Manages documents and logistics, and independently gathers pertinent information for meetings and events on calendar.
• - Coordinates travel arrangements and works with the Chancellor’s Office staff as needed on logistics.
• Office Manager to the Chancellor’s Baltimore office:
• - Processes highly sensitive paperwork.
• - Monitors the office phone and greets office visitors.
• - Manages space utilization and visitor coordination.
• - Orders supplies and maintains a well-stocked office.
• - Handles Baltimore Office parking registrations and issues for staff.
• - Acts as division liaison for scheduling events with the President's participation.
• - Processes payments and reimbursements for the Chancellor and staff as needed.
• - Coordinates with the Executive Assistant to the Chancellor and Board of Regents Coordinator to:
• - Ensure a high-performing operational unit by identifying and developing courses of action to manage and improve business processes and space use within the Chancellor’s offices;
• - Document administrative procedures and manuals for the Chancellor’s offices and ensure implementation and adherence;
• - Maintain the USM Office master calendar.
• Chief of Staff Support:
• - Communicates the Chief of Staff’s messages effectively.
• - Acts as a project manager on special projects, as assigned by the Chief of Staff.
• - Gathers data and synthesizes information, performs research, and prepares reports.
• - Provides some calendar support for the Chief of Staff.
• MD Charities Campaign Administrative Support:
• The Maryland Charity Campaign (MCC) is an annual workplace giving program that enables Maryland state employees and retirees to support vetted nonprofits through payroll deductions or one‑time contributions, featuring hundreds of participating charities and periodic donor incentives during the campaign period. This role provides administrative and communication support for the campaign, including participating in required virtual training and weekly administrator meetings; preparing and distributing weekly staff communications; assisting employees with MCC website issues and coordinating solutions with campaign administrators; securing and distributing incentive giveaways; managing prize drawings; and updating the supervisor on campaign progress.

Requirements

• Required Education Level/Certifications: Bachelor’s Degree or high school diploma/GED with 6 years of experience providing primary support to a senior level position.
• Required Experience: 5 years of administrative support experience, with at least 3 years providing primary support to a senior level position.
• Required Knowledge/Skills/Abilities:
• - Expert-level executive scheduling and calendar strategy.
• - Advanced written and oral executive communications.
• - Strong project management capability.
• - Attentive to details.
• - Strong public relations and etiquette skills in interacting with high-level individuals (those in important leadership positions in government, business and community organizations).
• - Tactful and cooperative temperament; ability to motivate others toward a common goal.
• - Ability to work independently as well as part of a team.
• - Ability to exercise good judgment and maintain confidentiality.
• - Ability to understand problems without precedent from a broad, interactive perspective and conceive strategic solutions.
• - Ability to make effective decisions in the prioritization of appointments and scheduling.
• - Proficiency in using standard office software packages such as MS Office (Word, Excel, Access, PowerPoint), electronic mail, calendaring systems and spreadsheet applications.
• - Thorough knowledge of office equipment and general office procedure knowledge.
• - Ability to work under pressure and deadlines and to be responsive.
• Preferred Qualifications:
• - Preferred Experience: Professional work experience in higher education.
• - Preferred Knowledge/Skills/Abilities:
• - Knowledge of the functions, procedures, organization, and governing laws of the USM.
• - Knowledge of the USM make-up and its constituent institutions.

Benefits

• Paid Leave: 22 days of annual leave, 15 days of sick & safe leave, 16-17 holidays, 3 personal leave days, 12 weeks paid parental leave
• Health Benefits: Comprehensive medical, dental, and vision coverage with flexible spending accounts.
• Retirement Plans: Mandatory and supplemental options with major providers like Fidelity and TIAA.
• Life Insurance: Optional term life and AD&D benefits through MetLife.
• Tuition Benefits: Tuition remission for employees and their spouses/children.
• Training & Development: Free professional development conferences and unlimited LinkedIn Learning access.
• Credit Union Access: Membership eligibility for SECU, Maryland’s largest credit union.
• Employee Assistance Program (EAP): Free counseling, legal, financial, and work-life support services.