Executive Assistant

Job TitleThis class coordinates complex administrative services within an assigned department. Performs and oversees technical and office administrative duties in support of the assigned Department Head. Serves as a liaison between an assigned department and other administrative and support departments, oversees support operations of large complex and or diverse city departments. May supervise clerical and other support staff; may be in charge of a specific area of assignment as directed by the Department Head. This is an experienced skilled position that routinely works with the most challenging assignments; serves as a specialized subject matter expert in one or more specific areas; and guides the work of others.ResponsibilitiesEssential Duties and Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all inclusive.Performs a wide variety of executive secretarial and administrative duties as required by daily operations within the assigned department.Coordinates office activities and schedules; develops and recommends office policies, procedures and systems; ensures smooth office operations.Assists in preparing speeches and news releases.Researches and analyzes routine administrative projects for the Department Head.Receives and screens all communications to the Department Head including telephone calls and email messages; provides assistance using independent judgment to determine messages that require priority attention; prioritizes and facilitates communication.Prepares and reviews written communications and reports; drafts correspondence, schedules, memos, spreadsheets, and other documents from notes, dictation, and other sources.Independently responds to letters and general correspondence of a routine nature. Proofreads and edits documents for accuracy and format; distributes documents as instructed.Serves as a liaison for the assigned department and other City Departments, divisions, and outside agencies; negotiates and resolves significant issues.Serves as a departmental representative on special projects, committees, and task forces as assigned.Makes travel arrangements for assigned Department Head; maintains appointment schedules and calendars; arranges meetings and conferences.Provides follow up to assignments given to members of the management team by the Department Head and provides status reports.Participates and assists in the development and administration of assigned department budget; performs related duties and fulfills responsibilities as required.Responds to Open Records Requests as necessary.Selects from multiple procedures and methods to accomplish tasks; applies organizational policies.Provides guidance and training as required to lower level, interns, temporary employees, etc.May perform other duties as assigned.QualificationsKnowledge Skills and Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully, it is not an exhaustive list.Knowledge and skills in the use of computers.Knowledge of management and administrative practices, policies, and procedures as necessary in the completion of daily responsibilities.Knowledge of all applicable laws, ordinances, policies, standards, and regulations pertaining to the specific duties and responsibilities of the job.Good organizational, management, human relations, and technical skills.Skill in communicating and interacting with subordinates, elected officials, management, employees, members of the general public, and any other groups involved in the activities of the City.Ability to develop and administer operations and staff plans and objectives.Ability to develop and implement long-term goals in order to promote effectiveness and efficiency.Ability to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc., as they pertain to operations and activities.Ability to effectively communicate and interact with management, employees, members of the general public, and all other groups involved in the activities of the City.Ability to assemble information and make written reports and documents in a concise, clear, and effective manner.Ability to use independent judgment and discretion including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.Ability to comprehend, interpret, and apply regulations, procedures, and related information.Ability to read, understand, and interpret reports and related materials.Minimum Qualifications Education and ExperienceBachelor's Degree in Business Administration, Public Administration, or related field (Additional years of experience may be considered as a substitute for the required degree on an exceptional basis, with a minimum of seven (7) years of professional related experience).Three (3) to five (5) years of management, public relations, communication, or related experience.Licensures and Certifications None required.Preferred Requirements Bachelor's Degree in business or Public Administration or related field, and five (5) years of management, public relations, communication, or related experience, including one (1) year of supervisory and project management experience.Work Environment Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.Lifting Requirements: Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.Work Schedule This position follows the City's hybrid work schedule policy as assigned by the Department of Human Resources Commissioner and requires in-person work at City worksites/facilities at least four (4) days per week, with the option to work remotely one (1) day per week, based on eligibility, departmental needs, and supervisor approval. The hybrid work schedule is subject to change at any time to five (5) days in-person work.It is the policy of the City of Atlanta ("COA") that qualified individuals with disabilities are not discriminated against because of their disabilities regarding job application procedures, hiring, and other terms and conditions of employment. It is further the policy of the COA to provide reasonable accommodations to qualified individuals with disabilities in all aspects of the employment process. The COA is prepared to modify or adjust the job application process or the job or work environment to make reasonable accommodations to the known physical or mental limitations of the applicant or employee to enable the applicant or employee to be considered for the position he or she desires, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation will impose an undue hardship. If reasonable accommodation is needed, please contact the Human Resources Director for your department.The City of Atlanta is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, religion, age, disability, sex, sexual orientation, gender identity, marital status, veteran's status or national origin, or any other basis prohibited by federal, state, or local law. We value and encourage diversity in our workforce.Job InfoJob Identification 34065Job Category General AdministrativeLocations 226 Peachtree Street SW, Atlanta, GA, 30303, US