Executive Assistant to the Town Manager / Council

The Town of Fountain Hills (fountainhillsaz.gov) is seeking a highly organized and service-oriented Executive Assistant who exercises sound judgment, maintains professionalism, and provides high-level administrative support to the Town Manager, Mayor, and Town Council. The position provides high-level, confidential administrative support to the Town Manager, Mayor, and Town Council. Coordinates and prioritizes executive calendars, meetings, communications, travel, purchasing, budget support, special projects, and administrative workflows that affect Town operations. Exercises discretion and independent judgment in screening requests, coordinating responses, tracking assignments, preparing information for decision-making, and handling sensitive or confidential matters. Provides administrative and project support to other Administration divisions, including Economic Development, Information Technology (I.T.), Finance, Procurement, and Human Resources. Serves as a key administrative contact for internal departments, outside agencies, and members of the public. May provide administrative coordination and general support to the Town Clerk’s Office as assigned, in coordination with the Town Clerk and Deputy Town Clerk. Responsibilities Provides high-level and confidential administrative support to the Town Manager, Mayor, and Town Council by coordinating meetings and events, managing executive calendars, relaying and prioritizing information, and preparing documents including correspondence, reports, manuals, proclamations, and presentations. Screens, prioritizes, and coordinates requests, assignments, and follow-up items for the Town Manager’s Office and Town Council; exercises discretion and independent judgment in determining urgency, appropriate routing, required information, and next steps within established objectives and policies. Coordinates conference and seminar registrations, makes travel arrangements, prepares detailed itineraries, and processes related documentation and follow-up using tools such as Word, PowerPoint, Excel, and Publisher. Provides administrative and project support to other Administration divisions, including Economic Development, Information Technology (I.T.), Finance, Procurement, and Human Resources, as assigned; tracks action items, coordinates interdepartmental information, assists with budget or purchasing matters, and supports administrative workflow improvements. Conducts research, analyzes information, prepares background materials, develops recommendations on administrative matters, accomplishes special projects, and serves on committees as assigned. May provide administrative coordination and general support to the Town Clerk’s Office as assigned, in coordination with the Town Clerk and Deputy Town Clerk. Responds to requests or concerns from Town residents and serves as liaison to Town departments on a variety of administrative issues. Responds to requests from public officials in other governmental agencies and regional organizations. Coordinates Town meetings, receptions, special events, and intergovernmental meetings involving the Town Manager, Mayor, Town Council, or Administration Department. Acts as staff liaison to the Strategic Planning Advisory Commission, Municipal Property Corporation, and other boards or commissions as assigned by the Town Manager. Prepares and monitors budgets for the Town Manager and Town Council; reviews, processes, and codes P-card purchases and related transactions in accordance with established financial procedures. Orders office supplies and handles purchasing functions for the Town Manager, Mayor, Town Council, and other Administration divisions as assigned. Performs other related duties as assigned. Qualifications Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with one year of advanced study or training past the high school equivalency. Junior college, vocational, business, technical, or correspondence schools are likely sources. Bachelor’s degree preferred. Knowledge of municipal office administration, executive-level administrative support, customer service, meeting coordination, budget and purchasing support, project coordination, records handling, and common office software is preferred. Five years experience as an Executive Assistant, Administrative Assistant, or equivalent high-level administrative support position, preferably in a municipal or public-sector setting. Experience supporting executive leadership, elected officials, or multiple operating divisions is preferred. Notary Public designation preferred or required within a timeframe established by the Town, if assigned. Valid Arizona driver license may be required. Equivalent combinations of experience and training that meet the minimum qualifications may be substituted. Work requires the ability to read policies, procedures, handbooks, agreements, contracts, town ordinances, Council reports, newsletters, brochures, and related administrative materials. Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, division, ratios, and percentages. Work requires the ability to write memos, letters, emails, meeting notes, proclamations, reports, and general correspondence. Administrative coordination and project management responsibilities include coordinating executive calendars, cross-department assignments, administrative workflows, special projects, purchasing, budget support, and follow-up on matters involving the Town Manager’s Office, Town Council, and Administration divisions. Assists in preparing and monitoring Town Manager and Council budgets; reviews, processes, and codes purchases and related transactions in accordance with established financial procedures. No direct supervisory responsibility. May provide functional coordination of administrative assignments, workflow deadlines, vendors, and project-related tasks involving other staff or divisions. Work is governed by broad instructions, objectives, and policies. Work requires discretion, independent judgment, confidentiality, initiative, organization, and the ability to evaluate priorities and coordinate responses on matters affecting the Town Manager’s Office, Town Council, and Administration divisions. This position has frequent contact with elected officials, the Town Manager, department directors, Town staff, residents, outside agencies, vendors, professional organizations, and other Administration divisions. Work requires tact, discretion, neutrality, professionalism, and strong customer service skills. #J-18808-Ljbffr