Functional TitleAdministrative Assistant III - Commission/Corporate Secretary's Office
Recruitment Category TypeStandard
Functional CategoryAll Teams
Number of Vacancies1
Job Description Summary
This position provides high-level administrative support to the Corporate Secretary, Chair and Commissioners. Work includes coordination of a variety of support tasks for the office. Incumbent must exercise high level of discretion and confidentiality, have effective time management skills, be highly motivated, self-directed and able to work with minimal supervision.
Organization NameCommissioners/Corporate Secretary
Reports toCorporate Secretary
Full or Part TimeFull Time
If Part Time how many hours per week
Regular or TemporaryRegular
Position End Date (if temporary)
Monday - Friday. Specific schedule will be determined after on-boarding.
Position Summary Information
The Administrative AssistantIIIprovides high-level administrative support to the Corporate Secretary and the Office of the Commission. The Administrative AssistantIIIperforms a variety of support tasks for the Office, exercising a high degree of discretion and confidentiality.
Serves as a central point of contact for the office for general information, maintenance and retrieval of files, ordering of office supplies and equipment inventory and other items of recurring nature
Greets visitors, receives telephone calls, takes messages and properly handles the disposition of matters from callers and visitors; properly discerns what matters can be handled personally and those that may require the attention of others inside and outside of the office
Receives daily mail and other incoming correspondence; reviews and screens those matters that can be handled independently
Tracks correspondence referred to management and follows-up if timely response is not received
Prepares routine acknowledgements to customers and other stakeholders
Maintains online appointment calendar for Corporate Secretary and others in the Office of the Commission; schedules and follows-up on appointments, meetings and conference calls including calendar updates as needed
Advises Commission Office staff of dates for important events outside of Commission Office
Assists in planning monthly Commission meetings; prepares and compiles board reports, board books and other materials, posts materials to board portal site and agency website and orders catering services for monthly meeting meals
Compiles information and prepares data for variety of reports, conducts research, drafts reports and prepares presentations in both electronic and hard copy formats
Drafts and transcribes meeting minutes from monthly meeting video archives
Prepares, types and edits correspondence, reports, presentations and other materials and memoranda
Creates, maintains and updates office files and correspondence in accordance with established practices
Reviews outgoing correspondence for procedural and grammatical accuracy to ensure conformance with general policy and factual correctness
Assists in the preparation of annual budget submissions and provides up-to-date status reports on budget, expenses and related items
Prepares payment requests, purchase requisitions and expense reimbursements; creates spreadsheets, logs and other reports to track purchases and expenses; reconciles purchases and expenses and processes purchase card transactions
Handles conference registrations, travel and lodging arrangements for Corporate Secretary and other members of the Office of the Commission
Compiles and maintains an administrative office manual and assists Corporate Secretary in researching, organizing and maintaining Governance Handbook.
Performs other related duties as required.
Work Environment And Physical Demands
Business casual office environment.
Required Knowledge, Skills, And Abilities
General knowledge and understanding of governance processes
Thorough knowledge of modern office management practices and procedures
Thorough knowledge of Microsoft Office Suite to include demonstrated proficiency in Outlook, Word, Excel, PowerPoint, SharePoint and Publisher
Knowledge of English language with superior grammatical, spelling and proofreading skills
Knowledge of standards and formats for business letters, memoranda and other documents
Excellent verbal and written communication and interpersonal skills
Excellent time management and organizational skills
Highly skilled in taking and transcribing official meeting minutes
Superior multi-tasking skills with ability to manage multiple projects under stringent timing requirements
Superior attention to detail and accuracy
Ability to write and prepare clear concise reports, memoranda and correspondence
Ability to accurately file and maintain office records
Ability to research and perform fact gathering to develop and compile various reports
Ability to learn and understand legal terminology, implications and citations
Ability to maintain confidentiality and exercise high degree of discretion and judgment regarding sensitive matters
Ability to establish and maintain effective working relationships with other employees and the public
Ability to self-direct and work with minimal supervision
Ability to perform and oversee special projects
Minimum Education, Experience Requirements
High School diploma or equivalent
4+ years experience as an administrative assistant
Demonstrated proficiency in MS Office Suite applications
Experience as an office manager or supporting an executive
Experience supporting governing boards and/or working with Boards of Directors
Experience taking and transcribing meeting minutes
Experience working in a legal environment as a legal secretary or paralegal
Experience planning events and working with caterers
Salary$53,664 - $81,919
Posting Detail Information
It is the policy of the Commission to select new employees and to promote current employees without regard to race, sexual orientation, sex, religion, national origin, marital status, or handicap. The Commission does not discriminate against qualified individuals with a disability and will make reasonable accommodation for any disability that does not result in undue hardship for the Commission.
Open Until FilledNo
Special Instructions to Applicants
Candidates may be required to take a Microsoft Office proficiency assessment.
Candidates may be required to submit a writing sample.
Required fields are indicated with an asterisk (*).
+ *Do you have a High School diploma or equivalent?
+ *Do you have 4+ years experience as an administrative assistant?
+ *Are you proficient in the use of MS Office?
+ *Do you have experience working as an Executive Assistant or Office Manager?
+ *Do you have experience supporting governing boards or working with Boards of Directors?
+ *Do you have experience either as a legal secretary or legal assistant?
+ *Do you have demonstrated experience in event planning or project management?
+ *Do you have demonstrated experience taking, preparing and publishing formal meeting minutes?
+ Are you an honorably discharged veteran of the United States armed forces who was a bona fide resident of the state of Maryland when you entered the U.S. military?
+ *Will you, now or in the future, require sponsorship for employment visa status?
+ Cover Letter/Letter of Application
+ Writing Sample