Executive Assistant

Definition

Provides technical and administrative support to the Leadership Team under the direction of the City Manager. Responsible for providing administrative support in the development of programs, policies and procedures for the City. Interacts with the public and employees from other departments in person or over the telephone. Researches and answers specific questions and provides information to assist in the resolution of issues as they arise. Proactively manages daily components for the City Managers office.

Examples Of Work

Maintains calendar for members of the Leadership Team and schedules meetings. Ensures City Secretary has information needed to post meetings when necessary.

Organizes, manages and reviews all City Manager and Assistant City Manager Briefings, manages tickler reports for ACM's and tracks communication plans and prepares various reports regarding their status.

Organizes and prioritizes work to ensure all deadlines and schedules are met. Manages one-on-one agendas for ACM's related to City Manager and Department Heads.

Provides communications between the Assistant City Manager's office, City Manager, Mayor and City Council with staff.

Assists in the responses to citizen concerns and requests in a timely manner and prepares written correspondence.

Coordinates departmental updates for the Internet and Intranet.

Compiles and produces weekly updates from reporting departments for the executive team member.

Assists in coordinating budget preparation and maintains annual budget documentation including balance transfers, general ledger reports, etc.

Prepares purchase orders and ensures spending remains within budget.

Answer phones and provides back-up phone support.

Maintains book of departmental policies and procedures.

Prepares weekend events reports.

Organizes and coordinates special projects as required.

Subject to 24 hour recall.

Education, Experience, Or Certification

Associate's degree in business administration, business management or closely related field, from an accredited college or university and a minimum of five (5) years of professional experience as an executive assistant, administrative assistant, paralegal or closely related position required.

Bachelor's degree in office administration, business management or closely related field, from an accredited college or university preferred

Self-disciplined and capable of working with little supervision in a fast paced environment.

Skilled in various computer software programs and web databases (PowerPoint, Word, Excel, SharePoint, Outlook and Access)

Municipal experience is preferred.

Supplemental Information

The Department of Human Resources & Organizational Development may consider an equivalent combination of education, training and/or experience.