Executive Assistant

Who We Are
 At the City of High Point, we celebrate the creator in everyone. Building on our rich cultural history steeped in industrialism and innovation, our employees seek not only to transform themselves, but the world around us. We are collaborators, we are makers, we are visionaries.
 
We invite you to explore the many opportunities to serve our community, by sharing your talents, skills, and expertise. You'll join a diverse team of over 1500 individuals dedicated not just to making a career, but a difference; because what we create in High Point, changes the world!

The City of High Point is currently seeking a proactive Executive Assistant to provide advanced and extensive high-level direct administrative support to the City Manager's Office Staff, with ancillary support to the Mayor, City Council, City Attorney and City Clerk as needed.  This is accomplished by ensuring a broad range of complex administrative functions occur timely, efficiently, effectively, and diplomatically or confidentially as appropriate. Other duties include overseeing significant special project coordination. Assignments are specialized and require considerable initiative and independent judgment.

• Performs complex and executive administrative support functions by designing and writing department correspondence, communicating (via telephone, face-to-face, and/or in writing) with vendors and key individuals; and representing and/or executing certain administrative actions on executive's behalf as designated, including processing travel, calendaring, and mail;
• Working closely with the senior executive team members (City Manager, Deputy City Manager; and 2 Assistant City Managers)
• Organizing office meetings, attendant scheduling, catering, and A.V. setup needs;
• Management of office supplies, equipment and space coordination;
• Scheduling travel plans as needed;
• Handling sensitive and confidential company information;
• Managing and submitting expense reports;
• Performs departmental administrative support functions by answering departmental questions, monitoring the quality of departmental communications, processing personnel actions (including payroll, time and attendance, leave requests), and travel-related documents;
• Conducts research, prepares reports, interprets and explains various policies and procedures to public; processing legal documents; and completes special projects as directed by the City Managers Office;
• Type reports, memos, letters and other documents using word relevant computer software;
• Answer phone calls and direct calls to appropriate parties or take messages;
• Greet visitors and determine whether they should be given access to specific individuals;
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution;
• File and retrieve documents, records and reports;
• Open, sort and distribute incoming correspondence, including faxes and email;
• Plan appointments and events;
• Act as the point of contact between executives and employees/clients;
• Create regular reports and update internal databases;
• Respond promptly to managers' queries;
• Facilitate internal communication (e.g. distribute information and schedule presentations);
• Suggest more efficient ways to run the office and troubleshoot malfunctions;
• Review and recommend changes to our City policies;
• Ensures that all work is performed in accordance with OSHA and City safety standards and policies.

Required Qualifications

• High School Diploma or GED and 3 –5 years of prior administrative experience;
• Strong MS Office and MS Excel skills;
• Experience exercising discretion and confidentiality with sensitive information;
• Professional demeanor;
• Strong organizational skills with the ability to multi-task and meet deadlines;
• Strong interpersonal and communication skills, verbally and in writing;
• Ability to work independently with limited direction;
• Ability and willingness to work occasional evening hours;
• Valid Driver’s License

Preferred Qualifications

• Associates' degree in Business or a related field preferred;
• North Carolina Public Notary preferred, or ability to obtain in 6 months;
• English and Spanish Language skills.

Our Commitments
The City of High Point is committed to be an Equal Opportunity Employer which celebrates diversity and seeks to attract and retain the best qualified partners in service to the Citizens of the City of High Point. The City of High Point is an at-will employer and employees may be terminated or may terminate their employment at any time with or without reason for any reason not prohibited by law.
The City of High Point is committed to classifying and compensating its employees fairly and equitably for the work they do, weighed with both the internal capabilities and the external market. While the job description is not intended to and does not create a contract of employment, we are excited to use this “living document” as a guide for managing performance and positions to ensure job descriptions are reflective of the current work required by the incumbent or expected by any candidate to whom an offer of employment is extended.
The City of High Point is committed to providing a safe, comfortable working environment to all employees. To that end, we are proud to comply with all Occupational Safety and Health Administration (OSHA) requirements, as well as make reasonable accommodations to candidates and employees as we are able in accordance with the Americans with Disabilities Act (ADA). Candidates selected for employment must undergo (a.) a drug screening, in accordance with the City’s drug and alcohol policy and (b.) a background screening to determine whether there is any current, pending, or previous charge, conviction or other infraction deemed incompatible with service in the capacity for which the candidate is being hired. Certain positions are considered so critical to the health and safety of others that a candidate cannot be placed in any of those positions without passing a pre-placement physical exam. Successful results from these conditions will result in an offer of employment.

Salary : $52,826 - $71,698