Assistant to the City Secretary

Administrative Assistant To The City Secretary

This is a full-time administrative position in the City's General Department – City Secretary's Office. Under general direction of the City Secretary, performs highly responsible executive-level administrative and coordination functions in support of the Mayor and City Council.

Serves as the primary executive support liaison to the Mayor and City Council to ensure daily office operations, communications, scheduling, and official activities are carried out in an efficient, professional, and operationally effective manner consistent with a High-Performing Organization (HPO).

Must be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. Requires exceptional written and verbal communication skills, sound judgment, discretion, and the ability to operate with a high degree of independence.

Interact and communicate effectively and professionally with elected officials, executive leadership, staff, and the public. This position requires advanced computer proficiency, organizational skills, initiative, and the ability to manage sensitive and confidential information.

Reporting relationship: City Secretary

This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

• Provides direct executive-level support to the Mayor and City Council, including managing calendars, coordinating meetings, scheduling appointments, and organizing official engagements and travel.
• Serves as a liaison between the Mayor and City Council, City Manager's Office, department directors, and external stakeholders to facilitate communication and ensure timely follow-up on requests, initiatives, and constituent concerns.
• Coordinates, tracks, and facilitates responses to constituent inquiries, complaints, and service requests by working collaboratively with departments to ensure resolution and customer satisfaction.
• Prepares, reviews, edits, and distributes correspondence, reports, presentations, proclamations, and briefing materials on behalf of the Mayor and City Council.
• Manages multiple calendars, including individual councilmember calendars, the Mayor's calendar, and shared Council schedules, ensuring alignment with City priorities and commitments.
• Coordinates and supports special events, community engagements, ceremonial functions, and official meetings involving the Mayor and City Council.
• Assists with onboarding and orientation of newly elected officials, including coordination of training, resources, and operational readiness.
• Attends City Council meetings, work sessions, and related events as needed to support logistics, presentations, and coordination of materials.
• Responds to phone calls, emails, and correspondence directed to the Mayor and City Council, ensuring professionalism, accuracy, and timely communication.
• Conducts research, gathers data, and prepares summaries to support policy discussions, community engagement, and decision-making.
• Coordinates travel arrangements and processes travel-related documentation and expense reports for the Mayor and City Council in accordance with City policies.
• Collaborates with Communications and other departments to support public messaging, outreach efforts, and community engagement initiatives.
• Maintains strict confidentiality and exercises sound judgment when handling politically sensitive, confidential, or high-profile matters.
• Performs related duties as assigned.

Subject to evening/weekend work and 24-hour recall as necessary to support Mayor and City Council activities

Knowledge, Skills and Abilities:

• Knowledge of municipal government operations, organizational structure, and City Council processes.
• Knowledge of principles of public administration, customer service, and executive support.
• Knowledge of applicable state and local laws, including the Texas Open Meetings Act and Texas Public Information Act (preferred).
• Strong written and verbal communication skills, with the ability to prepare clear, concise, and professional documents.
• Exceptional organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Ability to exercise discretion, maintain confidentiality, and demonstrate political awareness.
• Ability to analyze issues, problem-solve, and make sound decisions independently.
• Ability to establish and maintain effective working relationships with elected officials, staff, and the public.
• Proficiency in Microsoft Office Suite and other standard office technologies.

Ability to work independently with minimal supervision and adapt to changing priorities

Education, Experience, or Certification:

• Bachelor's degree in Public Administration, Business Administration, Political Science, Communications, or a related field preferred.
• Minimum of three (3) years of progressively responsible administrative or executive support experience, preferably in a municipal or public sector environment preferred.
• Experience supporting executive leadership or elected officials strongly preferred.
• Notary Public or ability to obtain within six (6) months.

Supplemental Information:

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