Assistant to the Asst. State Superintendent of Early Childhood (Executive Associate I)

$53,808 - $86,322/Yr

State of Maryland - Baltimore, MD

Full-time - Entry Level

Baltimore, MD

1,001-5,000 employees

Executive, Legislative, and Other General Government Support

About the position

The Maryland State Department of Education is dedicated to supporting a world-class educational system that prepares all students for college and career success in the 21st century. The Executive Associate I position within the Division of Early Childhood plays a crucial role in providing secretarial and administrative support to the Assistant State Superintendent and other management personnel. This role is essential for facilitating day-to-day operations and requires a high degree of discretion and sound judgment in handling administrative matters. The Executive Associate I will be responsible for organizing daily activities, maintaining accurate records, and ensuring smooth communication within the office and with external stakeholders. Key responsibilities include calendar coordination, scheduling appointments, making travel arrangements, and managing correspondence for the Governor and Superintendent. The position also involves technology authorization, inventory control, and human resources procedures. The Executive Associate I will utilize their skills in word processing, English usage, editing, and proofreading to produce complex documents, reports, and presentations. They will also maintain filing systems and databases, plan conferences and meetings, and ensure quality customer service by preparing agendas and logistical arrangements. In addition to administrative tasks, the Executive Associate I will supervise and train technical and clerical staff, ensuring that new employees are oriented and that work quality standards are met. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks effectively while maintaining strong communication and interpersonal relationships with various stakeholders.

Responsibilities

• Provide secretarial and administrative support to the Assistant State Superintendent and management personnel.
• Coordinate calendars, schedule appointments, and arrange travel for the Assistant State Superintendent.
• Manage correspondence for the Governor and Superintendent, including technology authorization and inventory control.
• Complete a variety of administrative tasks to facilitate the Assistant State Superintendent's leadership, including special projects and document production.
• Maintain filing systems and databases for correspondence, financial operations, and personnel files.
• Plan and organize conferences, programs, meetings, and workshops for the Assistant State Superintendent.
• Facilitate contact with public and private executives and professional staff.
• Compose, type, and sign correspondence, ensuring accuracy in grammar and terminology.
• Conduct and maintain the Division's financial management system and prepare documents for distribution.
• Supervise and train Division technical and clerical staff, providing orientation and feedback.

Requirements

• Graduation from an accredited high school or possession of a high school equivalency certificate.
• Minimum of four years of experience providing administrative support to a senior or executive level manager, with one year in office management.
• Relevant experience in a school district central office or local/state government agency is desirable.
• Possession of an Associate's Degree may substitute for two years of required experience.

Nice-to-haves

• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Exceptional organizational skills and impeccable attention to detail.
• Extensive knowledge of Microsoft Word, Excel, and PowerPoint; knowledge of Google Suite applications.
• Skill in time management and personal organization; ability to prepare detailed and accurate documentation.
• Ability to prioritize and respond to inquiries from internal staff and stakeholders.

Benefits

• State Salary Grade 14
• Salary Range: $53,808 - $86,322
• State of Maryland benefits including health insurance, retirement plans, and paid leave.