EXECUTIVE ADMINISTRATIVE ASSISTANT

Job Description

Job Description

Description:

JOB SUMMARY :

Under the City Manager’s general direction, performs a wide range of complex, confidential, and highly responsible administrative and clerical support duties for the City Manager’s Office and City Administration. The position requires exceptional organizational, communication, interpersonal, and customer service skills, as well as the ability to exercise sound judgment, discretion, initiative, and professionalism when handling sensitive and confidential matters.

ESSENTIAL JOB FUNCTIONS:

• Maintain high standards of confidentiality.
• Serves as principal administrative contact and liaison with all constituents and external contacts, typically including government and professional agencies. 
• Provides complex administrative support in a high-profile environment with tact and diplomacy.
• Will assist the City Manager.
• Develops, implements, and administers departmental office systems and procedures. 
• Establishes office procedures, policies, and operations when needed.
• Interprets and communicates policies and processes. 
• Monitors budget, including tracking expenditures and coding invoices. May prepare spreadsheets for budgets, grants, or contracts, including tracking and maintaining expenditures and reconciling accounts.
• Reviews, assesses, routes, answers, and monitors follow-up action steps on telephone calls/messages and correspondence. 
• Gathers and analyzes information required for administrative reporting.
• Provides a wide range of support, including composing and editing letters, memos, reports, and presentations. 
• Uses multiple technical applications, including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and social media platforms.
• Manages complex calendars and coordinates meetings, appointments, conferences, travel arrangements, and related activities.
• Coordinates attendance at conferences, seminars, and training for the City Manager.
• Purchases and maintains inventory of supplies for offices. 
• Creates, maintains, and organizes electronic and physical filing systems in accordance with City policies and records retention requirements, when needed.
• Answers and routes phone calls, mail, and e-mail messages, and may handle a wide range of information dissemination. 
• Other duties as assigned.

QUALIFICATIONS:

Knowledge, Skills, and Abilities 

• Knowledge of General office practices, procedures, and administrative functions.
• Knowledge of customer service principles and practices. 
• Excellent verbal and written communication skills.
• Excellent organizational, time-management, and follow-up skills.
• Strong attention to detail and accuracy.
• Ability to work independently and exercise initiative without requiring constant supervision.
• Ability to anticipate needs, identify potential issues, and take proactive steps to address them.
• Ability to take ownership of assignments and follow projects through to completion.
• Ability to prioritize and manage multiple assignments, projects, deadlines, and competing demands effectively.
• Operate office machines with speed and accuracy.
• Ability to maintain accurate financial, administrative, and operational records.
• Proficient in Microsoft products, including Word, Excel, Outlook, and PowerPoint.
• Ability to handle a high volume of work and multiple responsibilities.
• Establish and maintain effective working relationships with all other departmental employees and employees of other city departments. 

Requirements:

REQUIRED TRAINING AND EXPERIENCE :

• High School Diploma or GED is required
• Two (2) years of customer service experience preferred 
• Experience providing administrative support to executive-level staff, elected officials, department directors, or senior management is preferred.
• Proficiency in Microsoft Office products, including PowerPoint and Excel.
• Experience creating presentations, brochures, social media content, correspondence, or other professional communications.
• Bilingual skills are preferred but not required.

WORK ENVIRONMENT

The position operates primarily in a professional office environment and regularly interacts with City employees, elected officials, department directors, vendors, government agencies, community organizations, and members of the public. The position may be required to attend meetings, events, conferences, and other activities outside of normal office hours.

The position requires the ability to manage multiple priorities and respond appropriately to changing or time-sensitive circumstances while maintaining professionalism, confidentiality, and a high level of customer service.

The City of Forest Hill is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (ADA), the City of Forest Hill will provide reasonable accommodations to qualified individuals with disabilities.