Executive Assistant to the Fire Chief

Position purposeThis position serves as a trusted partner and extension of the Fire Chief and Board of Trustees, providing high-level administrative, operational, and strategic support to ensure the effective management of executive priorities and organizational initiatives. The Executive Assistant to the Fire Chief shall work under the direction of the Fire Chief and plays a critical role in coordinating executive workflow, supporting decision-making, and ensuring alignment between the Fire Chief’s direction and departmental execution.This position requires sound judgment, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant routinely handles sensitive and confidential information and is expected to operate with the highest level of professionalism, integrity, and accountability. This is a civilian, non-hazardous position.Minimum QualificationsEducation- Associate’s degree in accounting, finance, public administration, business, or any related field evaluated by the Human Resources Division and approved by the Fire Chief. A combination of education, training, and experience may be substituted when competency in the role is demonstrated.Minimum of three (3) years of experience supporting senior executives, preferably within a public sector, fire service, or similarly complex organization.Effective written and oral communication skills.Excellent administrative, organizational and interpersonal skills to work in a fast-paced professional environment.Must be able to work within a team and independently under general supervision.Demonstrated ability to manage multiple priorities with minimal supervision.Willing to work weekends or evenings as required.Ability to maintain confidential information.Maintain a valid motor vehicle operator's license.Desirable QualificationsEducation- Bachelor’s Degree in accounting, business management, finance, or related field evaluated by Human Resources Division and approved by the Fire Chief.Experience- Experience supporting a Fire Chief, Chief Executive Officer, or executive leadership team in an organization similar in size and complexity to AMFEMS.Familiarity with fire service operations and terminology.Experience with board governance, public meetings, and legislative or external affairs coordination.Certification or Credentialing by a recognized Professional Association.Responsibilities/Duties/Functions/TasksActs as the administrative point of contact between the Fire Chief and internal/external clients.Receiving calls and routes all messages appropriately.Open, sorts and routes all mail, incoming faxes, emails, and other correspondence.Greets visitors and serves as the gatekeeper for access to the Chief Officers.Handles senior Chief Officers’ requests and queries appropriately.Arrange meetings, appointments, and provides reminders to the Fire Chief.Make travel arrangements for the Fire Chief and other AMFEMS members as requested.Board of Trustees CoordinationCoordinates preparation and distribution of Board of Trustees meeting agendas and materials.Plans and attends all Board of Trustees meetings and prepares accurate and timely meeting minutes.Maintains official Board records and documentation.Tracks Board actions, motions, and follow-up items to ensure completion.Supports compliance with applicable open meetings and public records requirements.Publishes minutes of Board of Trustees meetings.Develops and maintains an efficient documentation and filing system.Produce reports, memos, presentations, briefs, and other documents.Plans and coordinates department functions as requested by the Fire Chief.Perform other duties and special projects assigned by the Fire Chief or designee.Special Position RequirementsThis position requires the employee to work in an office setting. Light lifting and moving of files, boxes, and other items typical for an office environment.This position will be exposed to the public who may be calling or coming to the fire department for emergency assistance.In these cases, the public may be excited, upset, angry, scared, or in a generally excited state.The employee will be expected to remain calm and professional and assist the public in obtaining the help they need or are requesting.General Employment ProvisionsAll employees are required to comply with all District policies, standard operations procedures (SOPs), standard operating guidelines (SOGs), directives, and lawful orders.Nothing in this job description restricts managements’ right to assign or reassign duties and responsibilities to this job at any time.Minimum QualificationsEducation- Associate’s degree in accounting, finance, public administration, business, or any related field evaluated by the Human Resources Division and approved by the Fire Chief. A combination of education, training, and experience may be substituted when competency in the role is demonstrated.Minimum of three (3) years of experience supporting senior executives, preferably within a public sector, fire service, or similarly complex organization.Effective written and oral communication skills.Excellent administrative, organizational and interpersonal skills to work in a fast-paced professional environment.Must be able to work within a team and independently under general supervision.Demonstrated ability to manage multiple priorities with minimal supervision.Willing to work weekends or evenings as required.Ability to maintain confidential information.Maintain a valid motor vehicle operator's license.Desirable QualificationsEducation- Bachelor’s Degree in accounting, business management, finance, or related field evaluated by Human Resources Division and approved by the Fire Chief.Experience- Experience supporting a Fire Chief, Chief Executive Officer, or executive leadership team in an organization similar in size and complexity to AMFEMS.Familiarity with fire service operations and terminology.Experience with board governance, public meetings, and legislative or external affairs coordination.Certification or Credentialing by a recognized Professional Association. #J-18808-Ljbffr AMFEMS