Executive Assistant to Chief of Staff

Job Description

Join the City of Chattanooga Team

Chattanooga , a vibrant and growing community of over 190,000 residents within a metropolitan area of nearly 600,000 is known as the "Scenic City" for a reason. Nestled along the Tennessee River and surrounded by the foothills of the Appalachian Mountains, we are a hub of outdoor adventure and innovation. Home to the University of Tennessee at Chattanooga (UTC) and Chattanooga State Community College , our city blends a rich industrial history with a tech-forward future-famously powered by the nation's first community-wide "Gig" fiber-optic network. The City of Chattanooga was also recently designated as a "National Park City," the first of its kind in the United States.
Our Organization

As a City, we are powered by a dedicated workforce of approximately 2,600 employees committed to excellence in public service and making Chattanooga the best community in the country. Our team ensures our city thrives through a wide range of municipal services, including:

• Public Safety: Chattanooga Police and Fire Departments.
• Infrastructure & Utilities: Public Works, Waste Resources, and specialized Stormwater management.
• Quality of Life: Award-winning Parks and Outdoors and Community Development systems and the Chattanooga Public Library.
• Transportation: The Chattanooga Metropolitan Airport (CHA) and citywide transit and pedestrian friendly initiatives.
• Innovation: Leading-edge smart-city programs with a commitment to cutting edge workforce development policies to ensure all our residents can get ahead.

Why Choose Chattanooga?

The City of Chattanooga's workforce is the heartbeat of our community. We don't just offer jobs; we offer careers with purpose: making Chattanooga the best city in America. We are committed to being the premier employer of choice in Southeast Tennessee by providing:

• Competitive Compensation: Robust pay scales that reflect our commitment to our staff.
• Work-Life Balance: Generous paid time off and flexible scheduling where possible.
• Exceptional Wellness: Comprehensive health benefits and wellness programs designed for you and your family that deliver savings to you beyond your paycheck, featuring a centralized health clinic and pharmacy for all City employees. .
• Growth: A focus on professional development and upward mobility within the organization.
• The Great Outdoors: Your Backyard Playground: Chattanooga isn't just near nature, it's immersed in it. As one of the most biodiverse cities in North America, the "Scenic City" offers an ecological richness that few places on earth can claim. Whether you are an adrenaline junkie or a weekend wanderer, world-class adventure is always less than an hour away.
• Vertical Adventures: Scale legendary sandstone cliffs in what is widely considered the premier rock climbing hub of the Southeast.
• Water & Rapids: From the high-octane whitewater kayaking of the Ocoee River to world-class bass fishing and peaceful paddling on the Tennessee River.
• Trails for Miles: Explore a massive network of mountain biking and hiking trails that wind through lush ridges, hidden waterfalls, and deep river gorges.

In Chattanooga, "work-life balance" means you can finish your shift and be at a trailhead or on the water before the sun sets.

Our mission is to work together to build a safe, vibrant, and sustainable city for all Chattanoogans. To do that, it takes a team of skilled and passionate individuals. So, if you'd like to call Chattanooga home - or maybe you already do! - and want to further your career through meaningful work that makes a true impact where you live, we'd love to talk to you.

Salary: $51,487.00 - $62,201.00 annually (GS.09)

Work Hours: 8:00 A.M. - 4:30 P.M. (EST)
*Hours may vary due to work assignments or projects.*

Work Location: City Hall, 101 E. 11th Street, Chattanooga, TN

FLSA Status : This is an Appointed Exempt position.

Department: Executive Branch

CLASSIFICATION SUMMARY:
The Executive Assistant to the Chief of Staff is a senior-level administrative professional providing high-level, confidential, and strategic support to executive leadership. Requiring the exercise of independent judgment and discretion, this position involves overseeing intricate schedules, coordinating executive-level operations, and driving primary initiatives forward for the Chief of Staff. Success in this role demands a high level of proficiency in navigating competing priorities within a politically sensitive and rapidly evolving environment. The incumbent in this role also serves as a central liaison between executive leadership, City departments, elected officials, external partners, and the public to ensure alignment with the Mayor's Office priorities and effective execution of strategic objectives.

SERIES LEVEL:
The Executive Assistant to Chief of Staff is a stand-alone position.

*** This is an Appointed position. ***

ESSENTIAL FUNCTIONS : (The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.)

Provide direct, high-level administrative and strategic support to the Chief of Staff and Deputy Chief of Staff.

Manage complex calendars, scheduling priorities, and executive communications.

Prepare briefing materials, agendas, presentations, and correspondence.

Coordinate travel, logistics, and daily operational needs for executive leadership.

Maintain strict confidentiality and exercise sound judgment in all matters.

Strategically prioritize and manage meeting requests and executive time.

Anticipate conflicts, resolve scheduling challenges, and adjust priorities as needed.

Ensure meetings and engagements align with organizational goals and leadership priorities.

Coordinate logistics for meetings, public events, and stakeholder engagements.

Coordinate and execute strategic projects and cross-functional initiatives.

Track timelines, milestones, and deliverables to ensure successful implementation.

Conduct research, analyze data, and develop recommendations to support decision-making.

Serve as a point of contact for select initiatives, driving progress and resolving issues.

Serve as liaison between executive leadership, City departments, City Council, boards, external agencies, and the public.

Facilitate communication and collaboration across internal and external stakeholders.

Support public engagement efforts, events, and intergovernmental coordination.

Respond to inquiries and resolve issues with professionalism and discretion.

Prepare, review, and manage a variety of documents, including reports, contracts, ordinances, and official correspondence.

Coordinate workflows related to City Council processes, executive approvals, and communications.

Maintain records, filing systems, and executive documentation.

Support budget coordination, financial tracking, purchasing, and expense processing.

Assist with grants, contracts, and special projects as assigned.

Develop and implement administrative procedures to improve efficiency and effectiveness.

Identify opportunities to streamline workflows and enhance operational performance.

Support implementation of new tools, systems, and technologies.

Must meet regular attendance requirements.

Must be able to maintain good interpersonal relationships with staff, co-workers, managers, and citizens.

Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.

Performs other duties as assigned.


DEPARTMENT SPECIFIC DUTIES (if any):
None

MINIMUM QUALIFICATIONS:
Bachelor's degree in Business Administration, Public Administration, Communications, or a relevant field with three (3) to five (5) years of progressively responsible experience supporting senior leadership in an administrative, operational, or project coordination capacity; or any combination of equivalent experience and education.

LICENSING AND CERTIFICATIONS:
Valid Driver's License

KNOWLEDGE AND SKILLS:
Strong working knowledge of project management tools, particularly Monday.com, including tracking workflows, managing timelines, and coordinating cross-functional projects. Experience in improving processes, streamlining workflows, and implementing administrative systems or tools.

Advanced proficiency in Google Workspace (Docs, Sheets, Slides, Calendar, Gmail), including document creation, data tracking, and executive scheduling. Exceptional written and verbal communication skills, including preparation of executive-level materials.

Advanced organizational, analytical, and problem-solving abilities with strong attention to detail. Demonstrated ability to manage multiple priorities, complex schedules, and competing deadlines in a fast-paced environment. High level of discretion, professionalism, and political awareness when handling sensitive information. Ability to navigate ambiguity, exercise independent judgment, and bring clarity and structure to complex situations.

PHYSICAL DEMANDS:
Positions in this class typically require fingering, grasping, talking, hearing, seeing, and repetitive motions.

WORK ENVIRONMENT:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

SPECIAL REQUIREMENTS:
Safety Sensitive: N
Department of Transportation - CDL: N
Child Sensitive: N

SUPPLEMENTAL INFORMATION:

This position requires pre-employment screening(s) that include: background check.

The City of Chattanooga, Tennessee is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

KNV 5/08/2026

KM260388