Executive Office Manager - Mayor's Office of Employee Development

THIS IS A NON-CIVIL SERVICE POSITION

POSTING DATE: 07/17/2025

SALARY RANGE: $59964.00 - $95796.00 ANNUALLY

About the City of Baltimore Mayors Office of Employment Development

The Mayors Office of Employment Development (MOED) coordinates and directs workforce development initiatives responsive to the needs of Baltimore City employers and job seekers in order to enhance and promote the local economy. Our vision is for all City residents to maximize their career potential and all employers to have the human resources to grow and prosper a workforce system that works.

Essential Duties and Responsibilities

Support of the Agency Executive Director & Chief of Staff

• Liaison to the Mayors office including the City Administrator and Deputy Mayor on critical issues that require immediate attention of the Director and agency management

• Serves as primary contact for overall external coordination of activities with offices of other officers and senior management political and civic leaders major donors other public and private contacts etc. Ensures confidentiality of all information and that reporting deadlines are met keeping in mind administrative priorities.

• Manages the calendar of the Agency Executive Director and Deputy Director/Chief of Staff. Ensuring meetings are scheduled and confirmed. Handles all logistics for meetings including location applicable equipment and materials.

• Represents the Executive Director and the Agency at stakeholder meetings and community events as needed.

• Establishes and maintains various filing and records management systems

Manage Agency Central Administrative Office

• Coordinates and supervises the work of the administrative staff including reviewing work performance motivating subordinates to work more effectively and efficiently and identifying concerns with performance and developing solutions with employees.

• Serve as chief collaborator around the office

• Provides employee coaching and counseling as needed

• Manages inventory of all office equipment and supplies.

• Oversee the coordination of the repair of office equipment in partnership with the Department of General Services (DGS) and external vendors

• Puts into action critical safety procedures serves as Fire Warden and Safety Officer for the Central Office

• Maintains key external strategic business relationships

• Coordinates travel for the Agency Executive Director and Deputy Director/ Chief of Staff.

• Interfaces with clients vendors building management and employees on a regular basis

• Implement office policies and strategies for improvements to existing processes

• Resolves complex office and agency-wide problems and issues. May meet with concerned parties to discuss problems requests or other matters as needed or requested. Investigates and determines approaches and appropriate solutions to complex matters. Hears and resolves issues related to client complaints and constituent referrals.

• Edits and prepares official correspondence reports memorandums proposals etc. as deemed appropriate or assigned by the Executive Director Deputy Director/Chief of Staff or other members of the senior leadership team.

• Develop templates to standardize communication vehicles as needed.

Agency Logistics and Special Projects Coordination

• Plans for and creates agency-wide meetings & events (i.e. All Staff Meetings)

• Liaison across disparate office teams during the development and execution of company-wide initiatives policies and processes

• Consults to improve operations and workflows agency-wide

• Oversee major office projects such as renovations installations and office design initiatives

Baltimore Workforce Development Board Meetings

• Provides direct assistance and support to the Assistant Director and/or Director in preparing the agenda supporting documentation and meeting packets for Baltimore Workforce Development Board (BWDB) Meetings

• Coordinates meetings by sending calendar meeting invites and follow-up reminders and taking minutes/notes during the Baltimore Workforce Development meetings.

• Assists in coordinating BWDB compliance with Workforce Innovation and Opportunity Act (WIOA) requirements including member certifications conflict of interest documentation and quarterly performance and board reporting.

• Performs administrative tasks to ensure an efficient working environment and coordinates and supports special projects including BWDB initiatives and events.

Knowledge Skills and Abilities:

• Proven collaborator and consensus builder who has a track record of successfully partnering with diverse constituencies

• Strong understanding of the role and structure of local workforce development boards and familiarity with the Baltimore Workforce Development Boards mission goals and membership.

• Proven ability to thrive in a fast-paced environment with high tolerance for ambiguity and complexity

• Initiative and the ability to work in a minimal direction.

• Excellent time management skills.

• Thorough knowledge of the agencys organizational structure functions and services.

• Familiarity with the procedures and protocols of City Hall and regulations cited in the Baltimore City Charter as they apply to MOED operations.

• Ability to prioritize work maintain continuous workflow and handle details effectively.

• Ability to extract information or data from various sources (correspondence telephone calls communications with senior staff) to synthesize this information and to present the same to the Director clearly and concisely.

• Ability to compose effective correspondence and analyze complex reports.

• Ability to always interact with the public effectively and courteously and to establish and maintain effective working relationships with associates representatives of other agencies/organizations/associations and the general public.

• Ability to analyze office procedures and to supervise staff to accomplish objectives.

• Ability to understand and follow complex oral and written directives.

• Ability to understand and interpret federal state and local legislative processes as they relate to MOED operatives.

• Ability to effectively manage the Directors calendar and produce timely and accurately prepared documents reports and correspondence.

• Ability to effectively and efficiently work on multiple projects simultaneously.

• Possess and consistently display excellent organizational skills.

• Must be computer literate and possess advanced skill levels with MS Word and MS Excel software programs.

Required Education and Experience:

• Bachelors degree or combined experience/education as a substitute for minimum education

• 5 years of directly related professional experience human services government or other complex organizations with responsibilities requiring discretion sound judgment and management

• An equivalent combination of education and experience.

City of Baltimore Mayors Office of Employment Development is an Equal Opportunity Employer and Service Provider