Executive Assistant, Center for Business, Policy & Operations (BPO)

Annapolis, Maryland
$64,677 and Benefits
Oct 20, 2020
Oct 31, 2020
Full Time

Job Summary

This is a Confidential Non-Bargaining Unit position responsible for providing administrative support to MSEA’s business policy and operations, inclusive of human resources, department. This position will support the cyclical and periodic departmental tasks, compliance and regulatory administrative responsibilities of each area and the designated MSEA sponsored events. This position operates during a Monday through Friday work schedule. The responsibilities of this position may require working extended hours periodically during peak operating cycles or for meetings and events.

Summary of Responsibilities:

Financial responsibilities:

  • Annual audit: assist in compiling and maintaining electronic and hard document files for annual financial audit, including the extraction, uploading and/or copying of files and supporting documentation.
  • Banking: scan and upload bank and investment statements and agreements in respective electronic files, prepare disbursement paperwork, and obtain required documentation and signatures to establish accounts.
  • Accounts payable: prepare invoices for processing, reconcile department credit card, obtain and maintain supporting documentation ensuring appropriate approvals and assist in unclaimed property process.
  • Accounts receivable: prepare invoices periodically and perform collections of receivables from members, local affiliates and employees as needed.
  • Chart of accounts: periodically record personnel, cost center and account updates.
  • Meeting preparation: prepare electronic/paper copies of meeting materials for distribution to participants; maintain electronic file of all correspondence and meeting materials; and assist in planning of committee and other meetings.
  • Time and attendance records: maintain hourly employee timekeeping logs and assist in periodic reconciliation to payroll processing system.



Human Resources responsibilities:

  • Recruiting: post job openings, maintain applicant flow log, assist with interview scheduling, prepare onboarding paperwork for delivery to new hire, retrieve applications from internal Careers sit and assemble; file all documents related to closed position; and be a test proctor for skills assessments;
  • Employee paperwork: prepare, distribute and file accordingly Personnel Action Forms (PAF), salary letters and payroll change documents as directed;
  • Performance appraisals: Assist in updating and maintaining tracking tool for employee expectations and evaluations, collection of documents and forwarding reminders;
  • Benefits: assist with all aspects of annual open enrollment; download and file benefit reports and invoices; the ability to effectively respond to employee inquiries ; prepare and distribute annual post retirement renewal notifications, assist with the preparation and distribution of compliance and disclosure documents, and conduct annual internal audit of I-9 paperwork;
  • Wellness: assist with preparing and distributing written correspondence and with preparing events;
  • Document retention: file electronic version of contracts and distribute to designated departments; maintain binder of liability insurance policies and update with renewal policies; review document inventory and recommend destruction per MSEA policy.




  • Maintain paper and/or electronic files;
  • Assist with proofreading documents;
  • Assist with documenting procedures and processes;
  • Order flowers for different occasions or other gift items as needed and directed as needed;
  • Maintain switchboard coverage list and secure coverage as needed;
  • Support MSEA activities as needed, and other duties as assigned;
  • Work extended hours based on workload demands or occasionally weekends to support departmental or association events.

Education, Experience, and Special Requirements

A Bachelor's Degree with two to three years’ relevant work experience is required. Experience working in a union environment is preferred.

Knowledge, Skills, and Abilities

  • Exceptional attention to accuracy and detail is required;
  • Problem solving and critical thinking are necessary;
  • Strong organizational and time management skills;
  • Ability to handle multiple projects simultaneously, prioritize competing tasks and manage work under weekly, monthly and quarterly deadlines;
  • Demonstrated positive attitude and effectiveness in working independently and in a team environment;
  • Adept interpersonal relationship skills to work harmoniously with MSEA staff, management, leaders, and affiliates;
  • Strong work ethic and self-motivation are essential;
  • Excellent written and verbal communication skills, strong listening skills, ability to compose simple correspondence and verbally convey information clearly;
  • Intermediate level experience with Microsoft Office applications is required; and
  • Ability to maintain a valid US driver's license that complies with the state of Maryland.


Starting salary - $64,677
And a generous benefits package

Note: Successful candidate will be required to sign a confidentiality agreement.




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