Executive Assistant

Position Summary:

Under the direction of the Administrative Supervisor, the executive assistant is Responsible for supporting and assisting the City Council by performing executive secretary, administrative, legislative, technical and office management functions. Assists the City Council on a variety of initiatives, projects, events, legislative priorities, and issues including researching and responding to questions from citizens and stakeholders. Responsibilities include but are not limited to acting as liaison with local, state, and federal agencies while fostering close working relationships with the City Manager, City Council, department heads and staff. Works independently and establishes office procedures and work routines. This position requires a high degree of confidentiality and discretion in a publicly sensitive environment.

Essential Duties and Responsibilities:

• Provides executive secretary, administrative, legislative, technical and office management support to the City Council.
• Schedules the City Council’s appointments, meetings, and appearances, maintaining a disciplined, organized schedule. Arrange the City Council’s travel itinerary, reservations, security, and all logistical details working.
• Receives and responds to a variety of inquiries, concerns and complaints from citizens and stakeholders.
• Screens and transfers calls, letters, and email as appropriate.
• Assists in the resolution of problems and concerns through explanation of City or departmental practices and policies.
• As a representative of the City Council, interacts with the public, always using courtesy, tact, and discretion.
• Works collaboratively and maintains effective communications with the City Council, City Manager, and City staff, aiding as appropriate.
• Protects sensitive and confidential information requiring a high degree of discretion.
• Assist with meeting preparation for work sessions and council meetings to include preparing supporting documents for the agenda packet that require legislative action on behalf of the Mayor’s Office.
• Conducts legislative research in response to constituent questions and concerns.
• Performs related duties as assigned.

Additional Duties and Responsibilities:

The duties listed are typical for this classification; however, incumbents may not perform all listed tasks and may be required to perform additional or different duties as needed to address business needs and evolving practices. Job specifications outline the minimum qualifications necessary for entry into the position but do not necessarily reflect the qualifications of current incumbents.

Minimum Qualifications

• High school diploma or equivalent.

• Proficiency in Google Suite products
• Proven ability to maintain a high level of confidentiality and discretion.
• Strong written and verbal communication.
• Interpersonal skills and the ability to build relationships with citizens, stakeholders, including staff, council members, and external customers.
• Proactive approach to problem-solving.
• Highly resourceful team player and ability to be effective independently.
• Demonstrated ability to achieve high performance goals and meet deadlines.
• Strong organizational skills that reflect the ability to perform multiple tasks with excellent attention to detail.
• Must be creative and enjoy working within a small entrepreneurial environment.
• Community oriented.

Knowledge, Skills, and Abilities

• Good organizational, management, human relations, and technical skills
• Use of computers.
• 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.
• Communicating and interacting with subordinates, elected officials, management, employees, members of the public and any other groups involved in the activities of the City.
• Keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to operations and activities.
• Prioritizes and plans work activities and use time efficiently
• Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance
• Interact and communicate clearly with coworkers, citizens and vendors in a courteous, friendly matter
• Manages difficult situations, responds promptly to needs, solicits consultant feedback to improve service, responds to requests for service and assistance and meets commitments
• Exhibits tact, consideration, and patience in difficult situations
• Approaches sudden, unexpected challenges effectively with confidence
• Punctuality follows instructions, responds to management direction and solicits feedback to improve performance
• Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Uses reason.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Organizes or schedules other tasks; Develops realistic action plans.
• Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds well to questions; Demonstrates presentation skills; Participates in meetings.
• Written Communication - Writes clearly and concisely; Edits work; Presents numerical data effectively; Able to read and interpret written information.
• Skilled in effectively communicating and interacting with elected officials, employees, members of the general public and other groups involved in the activities of the City, both orally and in writing.

Preferred Qualifications

• Associates degree in Public Administration or other related field.

Job Type: Full-time

Pay: $25.00 - $40.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $25 - $40