Executive Assistant

Position Summary:

Maryland Economic Development Corporation (MEDCO)'s Executive Assistant provides high-level administrative and operational support to the Executive Director and the Chief of Staff, contributing to their effectiveness and ensuring smooth coordination across internal and external stakeholders. This role plays a critical part in facilitating communication and support on behalf of the Chief of Staff with the Board of Directors, senior leadership, and external governmental partners, including state legislators and agencies. The Executive Assistant is proactive, solutions-oriented, and demonstrates professionalism combined with the highest level of discretion in their support of MEDCO’s Executive leadership. 

Responsibilities:

Executive Office Operations

• Manages the Executive Director and the Chief of Staff’s calendar. Schedules meetings and coordinates logistics for internal and external meetings, conferences, and other events.
• Prepare and edit correspondence, reports, presentations, and briefing materials.
• Handle confidential information with the highest level of discretion and professionalism.
• Assists in the coordination and execution of special projects and strategic initiatives as assigned by the Executive Director and/or the Chief of Staff.

Board and Legislative Support

• Assists Chief of Staff with coordination of board meetings, including the preparation and distribution of meeting materials, agendas, and minutes.
• Maintains records of board members, attendance, and resolutions.
• Prepares meeting minutes.
• Coordinate the document collection and distribution process for legislative briefings and meetings.
• Coordinates with internal staff to ensure alignment on legislative priorities.

Government Relations Support

• Support the Chief of Staff in tracking legislative schedules, preparing briefing documents, and coordinating communication with federal and state legislators and their respective offices.
• Manage event planning and scheduling for legislative visits, advocacy days, and public policy briefings.
• Maintain records of legislative interactions and assist with compliance and reporting requirements

Special Project Support

• Provides Notary Services when needed for organizational documents.
• Assists in special projects for the Executive Director and Chief of Staff as assigned.

Office Administrative Support

• In absence of the Receptionist:
• Telephone, Email, and Visitor Management
• Mail Distribution
• Accounting and Finance Team Support

Qualifications:

• Bachelor's degree or equivalent in work experience
• Notary Public Certification (or commitment to completing the requirements to become a Notary Public)
• 3 years of experience supporting executives or senior leadership, preferably in a nonprofit, government, or advocacy environment.
• Excellent verbal and written communication skills.
• This position requires regular public interaction including but not limited to public officials, etc.
• Strong organizational and planning skills and attention to detail.
• Proactive, solutions-oriented, and a collaborative team player.
• Professionalism and discretion in handling sensitive or confidential information.
• Demonstrated event planning experience.  
• Software proficiency including but not limited to:
• Intermediate proficiency in Microsoft Word, Excel, PowerPoint and Outlook, Video Conferencing - to conduct meetings and events via Teams, Zoom, or other video conferencing technology. 

Preferred Qualification:

• Familiarity with state legislative processes or experience working in a government affairs or advocacy role.

Physical Requirements: 

• This role routinely uses standard office equipment such as computers, telephones, photocopiers, filing cabinets, etc.
• This is largely a sedentary role; however, some filing is required.
• Basic math skills are needed (addition, subtraction, multiplication, and division). 
• Basic writing and penmanship skills needed to read and notate note maps, blueprints, etc.   
• Requires the ability to lift files, open filing cabinets and bend or stand as necessary. 
• Must be able to lift up to 10 pounds. 

Travel Requirements:

Travel may be necessary, up to 10% of the time (local, regional, national, international). Would require travel by air, car, rail.

Benefits:

Maryland Economic Development Corporation offers a range of strong benefits to support our employees personally and professionally:

• Retirement Plans with generous Employer Contribution
• Paid Time Off: Ample Paid Time Off, including 12 Paid Holidays
• Comprehensive Health Coverage: Employer Contributions towards Medical, Dental, and Vision CareFirst BlueCross BlueShield plans.
• Supplemental Insurance: Employer Provided Life, Short-term and Long-term Disability Plans
• Professional Development
• Free Garage Parking
• Team Culture: Inclusive, collaborative environment with regular team events
• And More!

Compensation: $70k - $80k/year, based on experience

Disclaimer:

This job description indicates in general the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as required.