Executive Management Coordinator

Would you like an opportunity to join one of the many teams dedicated to maintaining high-quality public services within a city that has been ranked one of the best places to live year over year? If so, The City of Raleigh Solid Waste Services Department is seeking a highly organized, resourceful, administrative professional for our Executive Management Coordinator position.  

As one of the most essential positions to the overall success of the department, the Executive Management Coordinator must have the flexibility to take on many roles: Chief Inspiration Officer, Project Manager, Director of Employee Collaboration, Idea Cultivator, Event Planner, Chief Problem-Solver, Editor, and Mission Ambassador just to name a few.

With three executive management positions, over five senior managers, and approximately 200 Solid Waste Services employees, the Executive Management Coordinator is the supportive force that empowers our senior leadership and aids the department in operating efficiently. The Executive Management Coordinator will provide direct, first-level support to the Director of Solid Waste Services and secondary support to the leadership team.

The Executive Management Coordinator must have a high-level of emotional intelligence and situational appropriateness to interact effectively with staff, stakeholders, and customers of diverse backgrounds and at all levels. This level of administrative support will require a high-level of political savvy, strategic problem-solving, and the ability to handle sensitive matters with discretion and confidentially. Success in this role is dependent upon a candidate’s ability to multi-task, prioritize, and strategically solve problems.In this role, you will be responsible for coordinating various activities of the leadership team, requiring extensive knowledge and awareness of the department, City, and industry specific activities, programs, and processes.

ABOUT US  

The Solid Waste Services Department provides residential curbside collection of garbage, recycling, yard waste, and a variety of specialized services. The Department works proactively to reduce waste and to increase recycling in Raleigh, while demonstrating a commitment to sustainability in all areas of the operations.

The Solid Waste Service Department is an essential component of the City of Raleigh's service infrastructure responsible for the collection, disposal, and management of all material waste generated and reused within our community. Over the years, our city has grown exponentially and has undergone significant development, environmental, technological, and economic changes that is necessitating a strategic realignment of our workforce to meet these new challenges.    

As an essential and critical service, we take great pride in our role in the preservation and protection of the community’s natural resources and sustainable growth.

• Provide advanced, executive-level, administrative support and coordination for executive leadership, management team and staff; acts as a resource for information and/or support; plan and orchestrate work to ensure executives and managers met departmental and city priorities, and organizational goals; manage travel process on behalf of the department (paying registration fees, booking travel, processing travel in accordance with City procedure in PeopleSoft).
• Manage the Department Director’s calendar and schedule; coordinates the scheduling of meetings, appointments, and business travel; resolves scheduling conflicts independently; ensures the Director is prepared for meetings and events; ensures schedule adherence; strategic and independent scheduling.
• Manage office traffic and communication between the Director and staff to ensure employee inquiries and concerns are addressed in a timely and efficient manner.
• Manage departmental meetings; prepares meeting agendas and minutes; manages logistics and arranges for required resources, materials and facility spaces.
• Screen and prioritize calls and requests from internal staff and customers; respond to inquiries; handle sensitive and confidential issues and records; resolve customer complaints; refer customers to appropriate resource(s); process customer inquiries in Cityworks; provide backup support for customer support (processing work orders in Cityworks, handling customer escalations, etc.).
• Manage and leads projects and initiatives; establishes project team; delegates tasks as needed; monitors work quality and completion; manages associated budgets and timelines.
• Manage/organize various annual and ad-hoc events, team-building activities, and trainings (employee appreciation events, awards ceremonies, holiday celebrations, etc.); manages associated budgets and timelines; organizes and manages project team; maintains a schedule on behalf of the department for annual/routine events.
• Perform paraprofessional analytical work; research, compile and summarize information and data; prepares and maintains reports, databases and presentations; provides recommendations for business process improvements.
• Compose original correspondence and communication materials and content on behalf of executive leadership and/or the department; prepares and maintains charts, graphs, and other presentation support materials/content; assists in developing procedures and maintaining policy documentation.
• Maintain and/or oversee the maintenance of department files, records and documentation; manages record retention in accordance with retention policies and procedures.
• Perform a variety of clerical and office support activities to ensure smooth operational flow.
• Support the department’s budget development process; monitor expenditures and processes financial transactions; reconcile statements and monitor expenses for authorized spending; provide notification of issues or concerns related to budget or expense accounting.
• Monitor and initiate or oversee the maintenance of required supplies, equipment, materials and facility spaces.
• Perform other duties of a similar nature and level as assigned.

Education and Experience
Associate's Degree in business administration or related field and four years of advanced administrative support, customer service, and paraprofessional analytical work, preferably with experience supporting an organization?s top executives.

OR

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation.

Preferred Qualifications

• Solid Waste industry experience.
• Municipal government experience.
• Peoplesoft experience.
• Cityworks experience.
• PowerBI experience.

Knowledge of

• Filing and record-keeping principles and retention procedures
• Occupational hazards and applicable safety principles and practices
• Applicable federal, state and local laws, codes, regulations
•  Customer service principles and best practices

Skill In

• Coordinating deadlines, prioritizing assignments, and assigning/monitoring work performance.
• Leadership influence without authority
• Composing and maintaining documents from draft including reports, presentations, and correspondence
• Performing basic research, compiling, and assembling data
• Organizing tasks, meeting deadlines, and prioritizing competing demands
• Proofreading and editing
• Creating and maintaining filing structures to organize and maintaining records and files both physically and electronically
• Comprehending reference books, manuals, policies, and procedures 
• Complex calendar and schedule management
• Strategic problem solving
• Handling complex, customer complaints, inquires, and escalations
• Interpreting and applying applicable laws, codes, regulations, standards, policies, and procedures
• Utilizing a computer and relevant software applications including but not limited to: Microsoft Word, Excel, PowerPoint, Outlook and Teams, Zoom, WebEx, etc.
• Utilizing modern office equipment including but not limited to: fax/copy machine, printer, scanner, VOIP phone system, audio-visual presentation equipment (projector, remote, screens, etc.)
• Written and verbal communication and interpersonal skills to sufficiently exchange or convey information and to receive work direction.

ADA and Other Requirements:
Positions in this class typically require: fingering, grasping, talking, hearing, seeing and repetitive motions.

Sedentary Work:
Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Working Conditions:
Work is routinely performed in an indoor, office environment.

Note:
This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.

Salary : $48,389 - $78,234