What are the responsibilities and job description for the Executive Assistant to the City Manager position at City of Riverdale?
Position Summary:
The Executive Assistant to the City Manager provides high-level administrative oversight and executive support to the City Manager, ensuring efficient operations of the executive office. This role requires exceptional organizational skills, discretion, and professionalism in handling confidential and time-sensitive matters. The position serves as a key liaison between the City Manager, elected officials, department heads, external stakeholders, and the public.
Essential Duties & Responsibilities:
Executive Administrative Support
- Manage the City Manager’s calendar, schedule appointments, coordinate meetings, and ensure proper preparation of materials.
- Screen calls, emails, and correspondence, prioritizing and responding as appropriate.
- Prepare reports, presentations, meeting agendas, and other official documents.
- Conduct research and compile data for decision-making and policy development.
- Ensure accurate record-keeping of official city documents and executive office files.
Liaison & Communication
- Serve as the primary point of contact between the City Manager’s Office and internal/external stakeholders.
- Draft correspondence, statements, and reports on behalf of the City Manager.
- Coordinate responses to inquiries from the public, elected officials, and media.
- Assist in the dissemination of city-wide initiatives, policies, and programs.
Project & Office Management
- Oversee and coordinate special projects and initiatives as assigned by the City Manager.
- Track deadlines, action items, and follow-ups to ensure smooth execution of strategic objectives.
- Supervise administrative functions within the City Manager’s Office to maintain efficiency and effectiveness.
- Manage travel arrangements, expense reports, and budget tracking for the executive office.
Qualifications
Minimum Qualifications: Education & Experience • High School diploma or equivalent (GED). • Seven (7) years of progressively responsible administrative support experience, with at least three (3) years in an executive-level support role. • Experience in project management, public affairs, or municipal government operations is highly desirable. Preferred Qualifications: • Bachelor’s degree in public administration, Business Administration, or related field. • Certification as a Certified Municipal Clerk (CMC) or similar credential. • Bilingual proficiency is an asset.
Special Requirements
Skills & Competencies: • Strong organizational, time management, and problem-solving abilities. • Exceptional written and verbal communication skills. • Ability to handle confidential information with discretion and professionalism. • Proficiency in Microsoft Office Suite, virtual meeting platforms, and office management systems. • Knowledge of municipal government functions, policies, and procedures are a plus.
Miscellaneous Information
Supervisory Controls: Work is performed under the direct supervision of the City Manager. Work Environment & Physical Requirements: Work is performed in a professional office setting with occasional evening and weekend meetings. The work is typically performed with the employee sedentary. Employee must have the ability to sit for extended periods and use standard equipment. The employee uses tools or equipment requiring dexterity. Guidelines: Guidelines include City and departmental policies and procedures and applicable ordinances. Complexity: The work consists of a variety of administrative and clerical duties. Scope and Effect: The purpose of this position is to support the efficient operation of the Office of the City Manager through coordination of a wide variety of administrative and clerical duties. Personal Contacts: Contacts are typically with department directors, vendors, other City employees, and the general public. Purpose of Contacts: Contacts are typically accessed to give and exchange information and provide services.