Executive Administrator to Commissioner Neil Makhija

The Executive Administrator provides high-level administrative support to Montgomery County Commissioner Neil Makhija, ensuring seamless day-to-day operations. This role requires exceptional organizational skills and discretion, as it blends high-level scheduling and correspondence management with on-the-ground coordination of daily logistics, advance preparation, and stakeholder relations.

The ideal candidate is exceptionally organized, diplomatic, and capable of navigating a fast-paced public service environment with discretion and professionalism.

Administrative Support, Scheduling, and Logistics

• Manage the Commissioner's schedule with a high level of detail by tracking invitations, commitments for meetings and public engagements, coordinating meetings, meeting and event locations and travel time.
• Partner closely with the Communications, External Affairs, and Policy teams to prepare comprehensive briefing materials for all meetings, events, and public appearances that can be reviewed on a regular basis with the Commissioner.
• Travel with the Commissioner to events, meetings, and public appearances to provide on-site logistical and administrative support, as needed.
• Review and organize all materials for the biweekly Board of Commissioners meetings, quarterly Retirement Board meetings, and Board of Elections meetings. Participate in all related briefing meetings.
• Oversee all correspondence including e-mail and physical mail, track requests for official correspondence, draft responses in partnership with the Communications department, and ensuring appropriate follow up and timely responses.
• Coordinate travel and accommodations for all long-distance and overnight event travel.

• Process and manage reimbursements and expense documentation.

Stakeholder Engagement

• Serve as the first point of contact for internal and external stakeholders including department heads and county leadership, constituents, elected officials, and community leaders. Exercise professionalism and diplomacy in every interaction to build rapport and defuse potential conflicts.
• Ensure open lines of communication to facilitate information flow between the Commissioner and various county departments.
• Using discretion, escalate potential issues to county leadership and the Commissioner for timely response.
• Attend events and meetings on behalf of the Commissioner when needed and prepare written summaries or briefing notes detailing key takeaways.

• Bachelor's degree preferred or equivalent experience in public administration or related field.
• 5+ years of experience supporting senior executives or elected officials, preferably in government or public sector.
• Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines.
• Strong interpersonal skills and diplomacy, with a demonstrated ability to work effectively with diverse communities and stakeholders.
• Ability to work evenings and weekends, based on the Commissioner's schedule.
• Must possess a valid driver's license and have reliable transportation to travel to meetings and events throughout Montgomery County and surrounding areas.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Ability to work independently, anticipate needs, and take initiative in a dynamic environment.

The physical demands described below are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made for individuals with disabilities.

• Frequent sitting, standing, walking, talking, and hearing.
• Occasional reaching, bending, stooping, kneeling, or lifting up to 25 pounds.
• Required visual abilities include close vision, distance vision, color vision, and depth perception.

WORK ENVIRONMENT

This position operates primarily in a professional office environment with moderate noise levels. Requires travel within Montgomery County or surrounding areas. Evening and weekend work will be required, depending on the Commissioner's schedule and public obligations. Reasonable accommodations may be made to support individuals with disabilities in performing the essential duties of this role.