Executive Associate & Facilities Manager

Introduction

The Department of Information Technology (DoIT) provides support to state agencies, the Executive Office of the Governor, the Governor’s coordinating offices, and a variety of independent agencies within the Executive Branch.

Striving to provide the highest level of customer service to its internal and external customers, DoIT supports Maryland’s agencies and commissions through its leadership and strategic direction for Information Technology and Telecommunications, establishing a long-range, target technology architecture, encouraging cross-agency collaboration, and advocating best practices for operations and project management.

***This is a contractual position with limited benefits***

Grade

STD 0014

Main Purpose

This position will act as the personal secretary and administrative support to executive leadership and their direct reports. Will also manage and ensure the physical office environment is safe, efficient, and aligned with state regulatory standards.

This position requires attention to detail, the ability to multitask and prioritize work for multiple staff and ensure timeliness and accuracy. Communication and customer service skills are a must as this position will maintain frequent contacts with public and private executives, professional staff and other officials in state government.

Position Duties

Executive Administrative Support

• Calendar & Schedule Management: Maintain complex executive calendars; proactively notify leadership of upcoming commitments and provide necessary preparatory materials.
• Travel & Logistics: Coordinate end-to-end travel arrangements (air, lodging, transportation, and registration) for both in-state and out-of-state travel.
• Financial Administration: Process and file accurate reimbursement expense reports following travel or procurement activities.
• Correspondence & Documentation: Draft, type, and proofread manuscripts and official correspondence; prepare agendas and materials for in-person and virtual meetings.
• Utilize state-approved vendors and electronic purchasing systems to acquire office supplies and equipment. Monitor supply levels and equipment functionality to prevent operational downtime. Special Projects & other similar duties as assigned.

Facilities & Operations Management

• Space Planning & Optimization: Analyze office footprints to accommodate growth or hybrid work shifts while ensuring all layouts meet state-mandated space standards.
• Building Liaison: Act as the central point of contact for building maintenance, landlord relations, and utility providers.
• Security & Safety: Implement and oversee office security protocols to ensure a safe working environment for all staff and visitors.

Minimum Qualifications

Education: Completion of a High School diploma or GED.

Experience: Three years working for executive-level management performing advanced-level secretarial work, to include maintaining calendars in Google Workspace, routing documents through Adobe Sign, making travel arrangements, and creating expense reports.

Preferred Qualifications

• Our preferred candidate will have one or more of the following:
• One year of experience using Microsoft Suite applications in creating and maintaining expense reports and creating spreadsheets in Excel, creating documents in Word, and presentations in PowerPoint.
• Six months of experience in facilities management. This may include space planning, security & safety or as a building liaison.