Job Details

Executive Assistant to the Director of Parks

Company

Montgomery Parks, M-NCPPC

Published

2020-01-13

Closes

2020-01-24

Location

Silver Spring, Maryland, United States

Category

Administrative

Type

Full-time

Description

   

  • Are you passionate about Executive assistance and take pride in representing?
  • Senior Level Management with both integrity and finesse?Are you creative and intuitive in your approach to problem solving?
  • Do you strive to craft efficient and effective ways to keep executives organized?
  • prioritized and less stressed?

If you answered YES to these questions, The Montgomery County Department of Parks Director's office is the place you want to be!  We are currently seeking a highly organized, motivated and skilled communicator to serve as the Executive Assistant to the Director of Parks.
 
The Maryland-National Capital Park and Planning Commission (M-NCPPC) is a six-time National Recreational and Parks Association Gold Medal Award Winner. The Montgomery County Department of Parks has a career staff complement of nearly 800 employees, and we serve a diverse population of more than one million residents in the Washington, DC area.  We manage 423 parks on nearly 37,000 acres of parkland.  Go to our website to learn more:  https://www.montgomeryparks.org/

DIVERSITY STATEMENT: Montgomery County Department of Parks believes that diversity in all dimensions of the organization supports and bolsters the innovative thinking essential to its success. Montgomery County Parks does not make hiring decisions on the basis of race, ethnicity, national origin, gender, gender identity, sexual orientation, age, disability, religion, political affiliation, or ideology or status as a Veteran.
 

What we need a person in this position to do:

 
Communication

  • Interpret and communicate the Director's views and direction on policy and procedures, including confidential and sensitive issues in an effective manner.
  • Develop an awareness of the names of local and state elected and appointed officials, community leaders, government officials and other VIPs and assure rapid turnaround on inquiries. Monitor CRM for any resident complaints that require the attention or response of the Director's Office.
  • Compose correspondence for the Director.  Issue department-wide communications by e-mail, memoranda or newsletter.
  • Manage the Director's time-sensitive review and response to daily, urgent inquiries.

Director's Schedule, Meetings and Events

  • Utilize a demonstrated high level of proficiency in Microsoft Outlook Calendar as the primary tool to manage the Parks Director's schedule.
  • Review the Director's schedule for the upcoming 12 weeks to identify and resolve scheduling conflicts.  Lead calendar update meetings to assure that all activities of the Deputies and Director are coordinated, and scheduling conflicts are resolved.
  • Establish familiarity and positive working relationships with scheduling staff of elected and appointed officials, and executive level staff both within and outside the Commission who commonly seek meetings with the Director.
  • Review Planning Board, County Council and Council Committee agendas for items requiring attendance of the Director.  Assure Director possess any pertinent written material in advance of scheduled meetings or events.
  • Develop a clear understanding of the protocols and logistics of recurring meetings that require the attendance of the Director.
  • Be aware of the conferences routinely attended by the Director and ensure that the Director is registered in a timely manner.

 Human Resources and Management

  • Lead, guide, monitor and assign activities to two (2) Administrative Specialists, one (1) Part-time Receptionist, and mail courier(s) in the Director's Office.
  • Effectively administer Human Resources functions for the Director's Office including handling sensitive personnel matters while maintaining strict confidentiality.  Lead recruitment efforts for vacancies in the Director's office.
  • Proactively assist the Director in recognizing employees for retirements, separations, major milestones, achievements, etc.
  • Develop and gather the content and layout for the Director's Office SharePoint MC PULSE site.  Lead the effort of keep the site regularly updated.

Budget and Financial

  • Effectively develop, defend, administer and monitor the Director's Office budget.
  • Prepare and ensure approval of various financial documents in accordance with Commission procedures.  Manage the Director's response to audit reports.
  • Assure that the yearly Financial Disclosure forms are filed by appropriate departmental staff on-time and comply with Commission policy.

Important Skills and Characteristics

  • Excellent communication, creative thinking, technology and interpersonal skills.
  • Communicates and interacts effectively with all stakeholders. Proven ability to approach and interact with people of all backgrounds and the ability to think collaboratively with senior members of the organization.
  • Ability to work with highly confidential documents and data while ensuring confidentiality.  Proven organizational, coordination, and workload management skills and abilities.
  • Superb written, verbal, and organizational skills.  Proficient in MS Office, enterprise software and specialized software for planning, scheduling, communicating, word processing, collecting and reporting data, preparing presentations, researching, and performing other computer functions.

Preferred Qualifications

  • A Bachelor's Degree in Management, Business Administration, Human Resources or Communications and five (5) years of related experience in Senior LeadershipAdministrative Support in a large organization.
  • Must possess a valid Driver's License and qualify to drive Commission vehicles to locations within Montgomery County.
  • Ability to communicate in another language a plus.

Minimum Qualifications

  1. Bachelor's Degree in Human Resource Management, Finance, Business or any related field.
  2. Two (2) years of progressively responsible experience in human resource management, finance or any other related field of business administration.
  3. An equivalent combination of education and experience may be substituted, which together total 6 years.

Supplemental Information

Click links below to learn more about Montgomery County Parks and the M-NCPPC:
https://www.montgomeryparks.org/
https://www.montgomeryparks.org/about/divisions/
https://www.montgomeryparks.org/uploads/2018/02/PARKS-ORG-CHART-08-01-2019.pdf (Download PDF reader)