Executive Assistant at PGCMLS
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PRINCE GEORGES COUNTY MEMORIAL LIBRARY SYSTEM
MD
Summary
The Executive Assistant provides high-level administrative support to the Library Director, including calendar management, meeting coordination, and document preparation. The role also involves supervising receptionists and serving as a primary point of contact for internal and external stakeholders.
Job Description
Job DetailsLevel: ExperiencedJob Location: Administrative Offices (AO) - Largo, MD 20774Position Type: Full-time (40 hours) - Benefits EligibleEducation Level: High School Diploma or GEDSalary Range: $62,241.04 - $66,597.91 Salary/yearTravel Percentage: 0-25%Job Shift: Day/Evening/Saturday HoursJob Category: Executive and Administrative Assistants
The Prince George's County Memorial Library System (PGCMLS) seeks an organized, detail oriented, and professional Executive Assistant to provide high level administrative support to the Library Director and support the day to day operations of the Library Director’s Office. The Executive Assistant serves as a key point of contact for Board members, senior executives, staff, union representatives, community leaders, donors, partners, and the public. The position also supervises two receptionists.
The ideal candidate demonstrates excellent judgment, discretion, and professionalism, with the ability to manage multiple priorities, handle sensitive information, and provide exceptional customer service in a dynamic environment.
Essential Functions:
Provides comprehensive administrative support to the Library Director, including managing schedules and calendars, screening calls and visitors, preparing correspondence and documents, handling mail, maintaining files and records, and coordinating office needs.
Supports the Library Director’s meetings and commitments by preparing meeting materials, reports, presentations, agendas, minutes, and correspondence; collecting and organizing information; maintaining contact lists; and following up on action items.
Coordinates Board, Executive Team, and Leadership Team meetings and retreats, including scheduling, preparing agendas and presentation materials, managing logistics, recording minutes, and attending regular and special Board meetings and retreats.
Coordinates conferences, seminars, meetings, and travel arrangements for the Library Director and other staff, including processing related paperwork and tracking expenses, membership dues, and other associated costs.
Plans and coordinates internal and off site special events.
Manages and supervises receptionist staff, including monitoring and evaluating performance and overseeing staff training and development; trains new office staff and volunteers on procedures and processes, as needed.
Provides front desk support, including answering phones, greeting the public, assisting internal and external customers, and creating a welcoming environment for visitors.
Conducts research and supports Library initiatives, including compiling and analyzing data, performing routine data entry, participating in select systemwide planning teams and committees, and assisting with special projects.
Represents PGCMLS professionally by acting as an ambassador and advocate, attending meetings, training, and workshops as assigned, adhering to Library policies and procedures, and performing other duties as assigned.
Qualifications:
High school diploma or GED required, plus post secondary education or formal training. Bachelor’s degree preferred.
Four or more years of progressively responsible administrative experience, preferably supporting a senior executive.
Two or more years of supervisory experience required.
Experience working in a library, nonprofit, or related field preferred.
Excellent customer service, interpersonal, and relationship building skills, with the ability to work effectively with various internal and external stakeholders.
Strong verbal and written communication skills, with excellent attention to detail and organizational skills.
Ability to manage multiple priorities, meet deadlines, manage time effectively, and work independently and in a collaborative environment.
Strong judgment, integrity, and discretion when handling confidential and sensitive information.
Experience working in a union environment preferred.
Proficiency with Microsoft Office, Google Workspace, electronic databases, email, and internet navigation, with the ability to learn and adapt to new software and technology.
Willingness to travel, primarily within the county, as needed; valid driver’s license required to operate a Library vehicle.
Work Schedule: Monday through Friday, 8:30 - 5pm, with occasional evenings and weekends as needed.
Additional Information:
Please submit a resume and complete the supplemental questions as part of your application.
To apply, use the link below and create a new candidate profile, or visit our website at www.pgcmls.info.
We offer a comprehensive benefits package, including paid holidays, annual, personal, and sick leave, medical, dental, vision, and prescription coverage, retirement benefits, professional development opportunities, and more!
Join our team and help support the leadership, operations, and mission of PGCMLS while making a meaningful impact on the community we serve.
