Executive Assistant

Position Summary:Under the direction of the Administrative Supervisor, the executive assistant is Responsible for supporting andassisting the City Council by performing executive secretary, administrative, legislative, technical and officemanagement functions. Assists the City Council on a variety of initiatives, projects, events, legislative priorities,and issues including researching and responding to questions from citizens and stakeholders. Responsibilitiesinclude but are not limited to acting as liaison with local, state, and federal agencies while fostering close workingrelationships with the City Manager, City Council, department heads and staff. Works independently andestablishes office procedures and work routines. This position requires a high degree of confidentiality anddiscretion in a publicly sensitive environment.Essential Duties and Responsibilities:Strong organizational, administrative, and technical skills, including proficiency with computers and officesoftware.Anticipates the needs of City Council, takes initiative, and proactively addresses issues before theybecome urgent.Effectively plans, prioritizes, and coordinates meetings, communications, projects, events, and otherCouncil activities.Coordinate travel arrangements, including scheduling, lodging, transportation, itineraries, and relatedlogistics.Communicates professionally and effectively with elected officials, employees, vendors, citizens, andstakeholders.Demonstrates excellent oral and written communication skills, including preparing clear and accuratecorrespondence and reports.Identifies problems, analyzes information, exercises sound judgment, and implements practical solutions.Maintains accuracy, attention to detail, and a commitment to high-quality work and continuousimprovement.Provides exceptional customer service, responds promptly to requests, and follows through oncommitments.Handles difficult and unexpected situations with professionalism, tact, patience, and confidenceUses time efficiently, develops realistic action plans, and adapts to changing priorities.Demonstrates reliability, punctuality, professionalism, and a commitment to effective public service.Performs related duties as assigned.Additional Duties and Responsibilities:The duties listed are typical for this classification; however, incumbents may not perform all listed tasks and maybe required to perform additional or different duties as needed to address business needs and evolving practices.Job specifications outline the minimum qualifications necessary for entry into the position but do not necessarilyreflect the qualifications of current incumbents.Minimum QualificationsHigh school diploma or equivalent required.Proficiency in Google Workspace applications.Ability to maintain a high level of confidentiality, professionalism, and discretion.Strong written and verbal communication skills.Excellent interpersonal skills with the ability to build and maintain positive relationships with citizens,stakeholders, staff, Council members, and external partners.Proactive and resourceful approach to problem-solving.Ability to work effectively both independently and as part of a team.Demonstrated ability to meet deadlines, manage multiple priorities, and achieve performance objectives.Strong organizational skills with exceptional attention to detail and accuracy.Adaptable, creative, and comfortable working in a dynamic, fast-paced environment.Community-focused with a commitment to providing excellent public service.Knowledge, Skills, and AbilitiesStrong organizational, management, human relations, and technical skills, including proficiency withcomputers and office technology.Knowledge of management and administrative practices, policies, procedures, and applicable laws,ordinances, regulations, and standards related to municipal operations.Anticipates the needs of the City Council and proactively addresses tasks, challenges, and opportunitiesbefore they become urgent.Coordinates meetings, communications, and Council activities while ensuring timely follow-through oncommitments.Effectively communicates and interacts with elected officials, employees, citizens, vendors, and otherstakeholders.Maintains awareness of policy, operational, budgetary, and procedural changes affecting departmentalactivities.Prioritizes and plans work effectively, manages multiple assignments, and uses time efficiently.Demonstrates accuracy, attention to detail, and a commitment to high-quality work and continuousimprovement.Handles difficult situations with professionalism, tact, patience, and sound judgment.Responds confidently and effectively to unexpected challenges and changing priorities.Identifies problems, gathers and analyzes information, develops solutions, and exercises sounddecision-making.Demonstrates excellent oral communication skills, including active listening, presentations, meetingparticipation, and responding to questions effectively.Demonstrates strong written communication skills, including preparing clear, concise, and accuratecorrespondence, reports, and other documents.Provides exceptional customer service by responding promptly to requests, maintaining positiverelationships, and meeting commitments.Exhibits reliability, punctuality, professionalism, and responsiveness to management direction andfeedback.Preferred QualificationsBachelor’s degree in Public Administration or other related field.Experience with Grant and proposal writing is a plusWorking Conditions:Physical: Visual acuity in both eyes, normal color vision, good accommodation and no field deficits; hearin-person, radio and telephone conversations; recognize differences or changes in sound patterns, loudness orpitch; speak audibly and clearly; identify and distinguish smells of different materials; sit or stand for prolongedperiods; walk, run, kneel, stoop, crawl and crouch; make precise and coordinated finger, hand and limbmovements; maintain uniform, controlled hand-arm posture or movement; lift and carry boxes of evidenceand/or supplies (average 50 pounds).Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to conveydetailed or important spoken instructions to other workers accurately and concisely.Visual Acuity: Have close visual acuity to perform an activity such as preparing and analyzing data andfigures; transcribing; viewing a computer terminal; and/or extensive reading.Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens andprinted documents and to operate equipment.Hearing: Hear in the normal audio range with or without correction. #J-18808-Ljbffr