Executive Assistant & Secretary of the Board of Advisors

Information Systems of Maryland (ISM), LLC is seeking a Executive Assistant & Secretary of the Board of Advisors with an entrepreneurial spirit to join our growing team. ISM is an IT consulting firm that specializes in providing small, medium, large and public sector organizations with IT project solutions, security solutions and talent acquisition services.  To meet the increasing needs of our organization we are seeking a Executive Assistant & Secretary of the Board of Advisors that wants to take part in our success and become a key member of the company. If you would like to learn more about ISM and this exciting opportunity, please visit us on the web at www.is-md.com

SUMMARY OF POSITION:
The Executive Assistant to the Chairman & President and Secretary to the Board of Advisors at Information Systems of Maryland plays a crucial role in providing high-level administrative support to the Chairman & President. This position requires a high degree of confidentiality and integrity, as the assistant will manage the Chairman & President's calendar, coordinate travel arrangements, and screen all incoming communications. The Executive Assistant will also be responsible for gathering, creating, and analyzing reports for presentations and other institutional materials, demonstrating strong oral, written, and digital communication skills. The role involves organizing and editing correspondence of corporate significance under tight deadlines, showcasing the ability to work efficiently in a fast-paced environment. In addition to direct support for the Chairman & President, the Executive Assistant will assist with budget oversight for the Office of the President and the Board of Advisors. This includes tracking budget expenditures, generating and processing expense reports, and reconciling credit card invoices for the President's direct reports. The assistant will work closely with the President to plan and coordinate special projects, assignments, and events, providing support during events such as receptions and town hall meetings. The Executive Assistant will also be responsible for preparing the agenda for cabinet meetings, distributing supporting documents, and serving as the recording secretary. Acting as a liaison between the President's Office and various internal and external constituents, the assistant will coordinate communication with advisors and vice presidents. Additional responsibilities include coordinating and undertaking research projects, assisting in staffing the Board of Advisors, and planning for Board of Advisors meetings, including producing digital background materials and recording minutes for meetings. This position requires the ability to coordinate and manage large-scale public-facing events throughout the year, along with other duties as assigned. The ideal candidate will possess a proactive approach, anticipating the needs of the office and delivering results in a timely manner.

ORGANIZATIONAL STATUS:

This position reports to the Chairman and will interface with executive staff, all internal and remote employees, including current and/or prospective customer(s).

RESPONSIBILITIES:

• Provide executive level assistance to the Chairman and President, managing calendar and time commitments.
• Coordinate travel arrangements for the Chairman and President.
• Screen all incoming calls, correspondence, and general email.
• Gather, create, and analyze reports for presentations and materials.
• Organize and edit internal and external correspondence under tight deadlines.
• Assist with budget oversight for the Office of the President and the Board of Advidors.
• Track budget expenditures and generate expense reports.
• Reconcile credit card invoices for the President's direct reports.
• Plan, coordinate, and oversee details for special projects and events.
• Support the President at events before, during, and after regular working hours.
• Develop and publish the cabinet meeting agenda and distribute supporting documents.
• Serve as the recording secretary for cabinet meetings.
• Act as a liaison for communication between the President's Office and internal/external constituents.
• Coordinate building maintenance with facilities.
• Undertake research projects and analyze data for meetings and initiatives.
• Assist in staffing the Board of Advisors.
• Plan and prepare for Board of Advisors meetings, producing digital background materials.
• Record minutes for full board and board governance meetings.
• Coordinate requests for information from board members and departments.
• Manage large-scale public-facing events throughout the year.
• Perform other duties as assigned.

CULTURAL REQUIREMENTS:

• Integrity: The candidate must be honest and ethical at all times.
• Work Ethic: The candidate must be dependable, hardworking, and willing to go the extra mile.
• Team Player: The candidate must be collaborative and work well with others.
• Positive Attitude and Enthusiasm: The candidate must focus on the positive and not the negative. The candidate must also exude a “can do” attitude.
• Adaptability and Flexibility:The candidate will be someone who is not resistant to change and able to adapt to a new direction, often at a moment's notice.
• Effective Communication and Confidence: The candidate will be someone who is a good listener and who must clearly articulate their ideas verbally or via written form.
• Openness and Receptivity to Feedback:The candidate must be able to accept feedback, learn from it, and grow from the feedback, positive or negative.
• Creative Thinking:  The candidate should be an individual who is intentional about innovating and “thinking outside the box”.
• Critical Thinking and Problem Solving: The candidate must be able to see the link between different aspects of the organization and creatively find solutions to problems.
• Collaboration & Conflict Management:The candidate must be able to work with people and organizations that may not be easy to work with take ownership of the relationship.
• Negotiation Skills: The candidate must be able to persuade and influence others.
• Entrepreneurial Thinking: The candidate must have clarity on why we are in business, how we overcome challenges and capitalize on our experience and knowledge.

QUALIFICATIONS & REQUIREMENTS:

• Bachelor's degree required; Master's degree preferred.
• 3-5 years of administrative support experience for an executive administrator.
• Previous professional interaction with members of the Board of Advisors is required.
• Experience in a corporate setting is preferred.
• Proficient in Microsoft Office Suite.
• Excellent communication, interpersonal, and organizational skills.
• Exceptional written and oral skills.
• Ability to multitask while meeting strict deadlines.
• Professionalism and discretion with sensitive information.
• Self-starter with strong follow-up skills.
• Proactive and able to anticipate the needs of the office.
• Ability to write reports, business correspondence, and presentations.
• Ability to effectively present information and respond to questions from various stakeholders.
• Problem-solving skills and ability to interpret various instructions.

About ISM:

Information Systems of Maryland is a leading-edge information technology services firm that provides information technology services and solutions to the public sector and commercial markets. With over 15 years of information technology experience, we deliver solid solutions for today’s technology needs. To learn more about ISM, visit us on the web at https://www.is-md.com