Executive Assistant

Job Description

Job Description

We are looking for an organized and resourceful Executive Assistant to support senior leadership in a Contract position based in Texas. This role is ideal for someone who can manage competing priorities, coordinate executive communications, and keep administrative operations running smoothly in a fast-paced municipal environment. The successful candidate will bring strong judgment, attention to detail, and the ability to work independently while supporting high-level meetings, reports, and departmental coordination.

Responsibilities:
• Coordinate complex calendars for leadership officials, arrange meetings, and ensure required scheduling details are prepared in advance, including support for public meeting posting needs.
• Manage executive briefing materials, monitor follow-up items and status reports, and help track communication activities tied to leadership priorities.
• Prepare and organize agendas for recurring one-on-one meetings with senior leaders and department heads while keeping deadlines and deliverables on track.
• Serve as a central point of communication between executive offices, elected officials, and internal staff to promote timely information flow.
• Draft correspondence and assist with responses to resident questions, concerns, and service requests in a thorough and prompt manner.
• Gather departmental content for online platforms, including internet and intranet updates, and help maintain current information.
• Compile weekly operational updates from departments and format summary materials for executive review.
• Support budget-related administration by maintaining records, processing purchase orders, tracking expenditures, and organizing financial documentation.
• Maintain departmental policy and procedure records, prepare event-related reports, and assist with special assignments as needed, including availability for after-hours recall.• Associate’s degree in business administration, business management, or a closely related field from an accredited college or university, along with at least five years of executive or administrative support experience.
• Bachelor’s degree in office administration, business management, or a related discipline is preferred.
• Demonstrated ability to work independently, manage sensitive matters with discretion, and stay effective in a high-volume environment.
• Strong experience supporting executive calendars, meetings, and leadership communications.
• Proficiency with Microsoft Office applications and related business tools, including Word, Excel, PowerPoint, Outlook, Access, and SharePoint.
• Clear written and verbal communication skills with the ability to prepare effective correspondence and reports.
• Strong organizational skills with the ability to balance multiple priorities and meet deadlines consistently.
• Prior experience in a municipal or public sector setting is preferred.