Executive Assistant

Summary

Responsible for providing high-level, complex administrative support to the City Manager's Office. The role involves coordinating key projects, managing communication with internal and external stakeholders, and ensuring smooth operations for both the executive office and City Council. This position acts as a critical liaison for the City Manager, City Council, and executive team, assisting with strategic initiatives, day-to-day operations, and facilitating key events.

Essential Duties and Responsibilities

• Provide executive-level administrative support to the City Manager and executive team, including preparing documents, coordinating schedules (including City Council calendars), and facilitating communications.

• Draft and edit correspondence, memos, reports, and presentations, ensuring accuracy, clarity, and professionalism.

• Process office expenses, track expenditures, and ensure compliance with city financial policies.

• Coordinate and manage complex schedules for both City Management and Council, including meetings, committee engagements, community events, and special events.

• Manage all travel logistics, including travel arrangements, registrations, and expense reports for the City Manager and Councilmembers.

• Draft and proofread correspondence, newsletters, and other communications on behalf of the City Manager and Councilmembers.

• Plan, organize, and execute district events, town halls, neighborhood meetings, and community outreach activities for the City Council.

• Serve as a primary point of contact for internal and external stakeholders, ensuring effective and professional communication between the City Manager's office, City Council, staff, citizens, and the business community.

• Answer incoming calls and provide the necessary information or route inquiries to the appropriate executive team member.

• Research and compile data for reports and presentations, utilizing various information sources including legal and public records databases.

• Maintain the highest level of confidentiality regarding sensitive and confidential matters.

• Assist in coordinating the City Manager's executive leadership team, ensuring cross-department collaboration and communication to implement the City's priorities.

• Assist in the development and implementation of city-wide policies and programs, as directed by the City Manager.

Minimum Qualifications

• Bachelor's Degree (or equivalent) in Business Administration, Public Administration, or a related field.

• 3-5 years of progressively responsible experience in executive-level administrative support, preferably within a municipal or public sector setting.

• Advanced expertise in Microsoft Office Suite 365 (Word, Excel, PowerPoint, Outlook) and other relevant software applications used within the office.

Or an equivalent combination of education and experience sufficient to perform the essential functions of the role.

Preferred Qualifications

• 7-10 years of progressively responsible executive-level administrative support experience.

• Certification in administrative support (e.g., Certified Administrative Professional, Executive Assistant Certification).

• Notary of Public Certification

• Experience with municipal government operations and City Council dynamics or a similar public sector environment.

• Proficient with specialized software such as municipal management systems, project management tools, and legal research databases.

• Experience in handling City Council communications and constituent engagement.

Knowledge, Skills, and Abilities

• In-depth knowledge of office management systems and procedures, including office equipment, correspondence protocols, and administrative task management.

• Solid understanding of financial and accounting principles, including budget reconciliation, financial tracking, and reporting.

• Strong customer service skills with the ability to handle sensitive situations with tact and professionalism.

• Excellent written and verbal communication skills, including the ability to prepare clear and concise reports and presentations.

• Ability to conduct research using legal and public databases and summarize findings effectively.

• Superior multitasking abilities, with a proven track record of managing multiple high-priority projects and tasks.

• Ability to maintain confidentiality with respect to sensitive and confidential matters.