Executive Assistant-City Manager's Office

The City of Midland is seeking a highly organized, proactive, and dynamic Administrative Assistant to join the City Manager’s Office. This individual will play a critical role in supporting the City Manager, Mayor, and City Council by providing top-notch administrative assistance, anticipating needs, and ensuring the smooth operation of the office. The ideal candidate is a collaborative team player with excellent communication skills, attention to detail, and the ability to thrive in a fast-paced, high-energy environment.

• Provide administrative support to the City Manager, Deputy City Manager, Mayor, and City Council, including managing calendars, scheduling meetings, and preparing agendas and briefing materials.
• Act as a liaison between the City Manager’s Office, Mayor, City Council, internal departments, external stakeholders, and the public, ensuring prompt and professional communication.
• Anticipate the needs of the City Manager’s Office by preparing materials, gathering information, and addressing operational requirements proactively.
• Coordinate logistics for meetings, City Council sessions, events, and special projects, including travel arrangements and itineraries for City leadership.
• Draft, edit, and distribute correspondence, reports, presentations, and other official documents for the City Manager, Mayor, and Council.
• Manage and organize office files, records, and confidential information with discretion and accuracy.
• Monitor deadlines, track follow-ups, and ensure tasks and commitments are completed in a timely and efficient manner.
• Provide support during City Council meetings, including preparing materials, taking notes, and facilitating follow-up actions.
• Assist with citizen inquiries and concerns by providing information or directing them to the appropriate department while ensuring a professional and solutions-oriented approach.
• Support City initiatives, including projects tied to the strategic plan, policy updates, and community engagement efforts, ensuring alignment with organizational goals.
• Represent the City Manager’s Office in a positive and professional manner in interactions with staff, elected officials, and the public.
• Assists residents with questions and requests
• Maintains filing system for the department.
• Responsible for setting up meeting rooms and Team’s meetings.
• Makes copies of documents, letters, etc.
• Processes, picks up and distributes mail for the department.
• Create requisitions and complete office purchasing duties.
• Assists Mayor and Council with various assignments and special projects.
• Assists various department/division staff with assignments and special projects.
• Performs related duties as required.

Ability to sit, stand and move about a building. Occasional lifting of equipment and supplies in excess of 25 pounds is required.

Salary : $65,906