Melanie Gross
Baltimore,MD
Summary
Driven and resourceful administrative professional with 20+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments.
Overview
23
23
years of professional experience
Work History
Executive Assistant to the Secretary
Maryland Department of General Services
01.2023 - Current
- Screen and respond to inquiries directed to the Secretary to reduce the volume of routine matters that must receive immediate attention
- Follow up on complaints, issues and concerns from other agencies and stakeholders to obtain and then disseminate information
- Routes issues and concerns to most appropriate individual for resolution
- Keep the Secretary apprised of all on-going activities and calendar events that affect the Secretary, including Departmental calendar items and activities
- Manage the Secretary’s daily schedule of activities, scheduling all appointments and business trips, assembling necessary materials, and acquiring pertinent data to maintain effective time management for the Secretary
- Prepare and review all correspondence and reports for content/accuracy for the Secretary’s signature
- Such correspondence and reports are often highly sensitive due to the nature of the subject matter
- Assemble and compile materials for meetings and daily activities
- Compose and sign routine correspondence.
Executive Assistant to the Deputy Commissioner
Maryland Insurance Administration
01.2014 - 01.2023
- Provide administrative support to the Deputy Commissioner
- Create correspondence and memoranda
- Develop and maintain an organized filing system
- Track documentation for MD Time system
- Track employee leave documentation
- Prepare meeting materials
- Manage the Deputy Commissioner’s calendar
- Book travel and tracking expenses
- Process and record the MIA’s Orders in the Case Tracking System
- Track fines and refers civil statutory unpaid penalties to the Compliance and Enforcement, Life and Health and Fiscal Units
- Maintain organization of Orders in Case Tracking, binders and files
- Scan and dispose of files per documents retention schedule
- Serve as liaison between the MIA and building maintenance for facility concerns
- Serve as point of contact for grant writing with the Governor’s office
- Manage the Maryland Charity Campaign.
Executive Assistant to the Chief PIO
Maryland Transit Administration
01.2012 - 01.2013
- Provide administrative support to the Chief Public Information Officer
- Assist in developing and maintaining press releases for the website
- Prepare and send out daily reports to include transit related articles and media inquires
- Reconcile corporate credit card on a monthly basis
- Update budget tracking to reflect department expenditures
- Prepare and revise correspondence, documents, forms, and other materials from copy or notes; proofreads materials to ensure accuracy
- Read incoming correspondence and information
- Prepare Chief Public Information Officer’s expense and reimbursement requests and reports.
Executive Assistant – Counseling Services
University of Baltimore
01.2010 - 01.2011
- Develop, implement, and maintain paper and electronic filing systems which meet department needs and satisfy requirements for retention and information security
- Enters, updates, and retrieves information as needed
- Creates reports as needed (Titanium Scheduler and Statistical Package for the Social Sciences)
- Research, analyze, and summarize information and source materials for reports independently and communicates findings orally and in writing
- Assist in preparing and administering department budget by updating accounts, and running periodic report
- Provide information requiring comprehensive knowledge of institutional policies, procedures, and special departmental issues
- Provide guidance and instruction to other office support staff (i.e
- A Graduate or undergraduate Student worker)
- Oversee general office management and reconciliation of procurement card
- Coordinates Outreach requests and schedule including informing Director of incoming outreach requests, and reserving spacing for Outreach events
- Plan special events sponsored by Counseling Services (e.g
- Global Village, Depression Screening Day, Multi-cultural counseling workshop).
Executive Assistant to the Senior Vice President for Enrollment Management
University of Baltimore
01.2008 - 01.2010
- Manage a complex calendar requiring an ability to prioritize and adjust appointments based upon changing demands
- Will schedule and confirm appointments associated with committees, project activities, and routine meetings
- Ensures that appropriate time and preparation for all necessary meetings, events, travel, and in-office work are scheduled
- Coordinates planning and provides support for events sponsored by the Office of the Senior Vice President
- Provide support for, or independently completes drafts of major reports, presentations, and committee work
- Prepares and revises correspondence, documents, charts, forms, and other materials from copy or notes; proofreads materials to ensure accuracy
- Prepares summaries and analyses of divisional and university reports
- Coordinate communications with all university administrators
- Read incoming correspondence and information
- Summarize and prioritize review of correspondence
- Screens out items to be handled independently and forwards remainder to appropriate contact for action
- Respond to routine and somewhat complex correspondence; provides draft responses for more complicated communications and prepares for review with Senior Vice President
- Maintain confidential documents and detailed records of a sensitive nature
- Develop document imaging records system for office records and correspondence
- Think critically, exercises independent judgment, discretion, and initiative to support the Senior Vice President and the Division of Enrollment Management and Student Affairs
- Establish and revise office procedures, operations and priorities, as required
- Manage Senior Vice President’s calendar, ensuring appropriate time and preparation for all necessary meetings, events, travel, and in-office work
- Prepare routine correspondence, tables, spreadsheets, etc., sometimes of a confidential nature
- Receive telephone calls and visitors, arranging appointments, answering questions directly or forwarding as appropriate
- Oversee general office management and reconcile procurement card
- Arrange and prepare for a variety of meetings, events, etc
- Update and maintain complex and confidential filing system
- Take meeting notes
- Make travel arrangements, submitting appropriate forms and reimbursement reports
- Prepare Senior Vice President’s expense reports and reimbursement requests.
Marketing and Development Coordinator
Pro Bono Resource Center of Maryland, Inc.
01.2006 - 01.2008
- Work with Executive Director in developing annual marketing plan to reach media outlets, law firms, bar association, and the general public
- Write, circulate and conduct follow-up on press releases and advertisements sent to media outlets
- Assist in developing and maintaining website
- Increase local/specialty bar, provider and law school outreach
- Monitor results of marketing and outreach activities and report back to the Executive Director and Board of Directors
- Design and coordinate publication of newsletter
- Coordinate and provide administrative support to fundraising initiatives, including annual letter campaign and foundation requests
- Research funding opportunities for PBRC
- Assist in organizing special fundraising events
- Assist with conferences and other special training programs or events
- Act as liaison to Board Marketing and Development Committee.
Assistant to the Executive Vice President for Academic Affairs, Planning, and Policy Administration and Assistant to the Vice President of Business and Continuing Education
Baltimore City Community College
01.2001 - 01.2005
- Provide administrative support to the Executive Vice President and senior management team
- Draft correspondence, answer telephones, maintain six calendars, greet visitors, schedule meetings and appointments, and make routine travel or conference arrangements
- Ensure accuracy of items requiring signature or approval of Executive Vice President and Vice President by reviewing them for typographical errors, format and internal inconsistencies
- Prepare reports as requested by the Vice President and senior management team
- Prepare presentations for the Executive Vice President and senior management team
- Serve as liaison between clients, board members and the senior management team
- Coordinate Strategic Planning task force meetings and schedules
- Handle catering and appearance of all meetings
- Record, take minutes, and document all Strategic Planning meetings
- Serve on several Strategic Planning Task Forces
- Make any travel arrangements needed for Superior staff
- Create a system that would keep a log of what bills have been received, get authorization to pay them, and make sure all of the bills are on time
- Update and maintain the Company website.
Education
Bachelor of Science -
University of Maryland Global Campus
Adelphi, MDAssociate of Applied Science -
Stratford University
Baltimore, MDMaster of Business Administration -
University of Maryland Global Campus
Adelphi, MD05.2025
Skills
- Administrative Support
- Office Management
- Strong Problem Solver
- Information confidentiality
- Executive Support
- Professional and mature
Timeline
Executive Assistant to the Secretary
Maryland Department of General Services
01.2023 - Current
Executive Assistant to the Deputy Commissioner
Maryland Insurance Administration
01.2014 - 01.2023
Executive Assistant to the Chief PIO
Maryland Transit Administration
01.2012 - 01.2013
Executive Assistant – Counseling Services
University of Baltimore
01.2010 - 01.2011
Executive Assistant to the Senior Vice President for Enrollment Management
University of Baltimore
01.2008 - 01.2010
Marketing and Development Coordinator
Pro Bono Resource Center of Maryland, Inc.
01.2006 - 01.2008
Assistant to the Executive Vice President for Academic Affairs, Planning, and Policy Administration and Assistant to the Vice President of Business and Continuing Education
Baltimore City Community College
01.2001 - 01.2005
Bachelor of Science -
University of Maryland Global Campus
Associate of Applied Science -
Stratford University
Master of Business Administration -
University of Maryland Global Campus
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