What are the responsibilities and job description for the Executive Assistant to Mayor position at Institute for Building Technology and Safety?
Responsibilities:
Key Responsibilities
The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.
IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.
We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.
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The Executive Assistant to the Mayor serves as a trusted administrative partner, supporting the Mayor his designees in a dynamic and fast-paced environment. This individual will manage sensitive information, coordinate critical functions across multiple departments, and represent the Mayor’s office with professionalism and discretion. The ideal candidate is a proactive problem solver with excellent time management, communication, and writing skills, capable of balancing multiple priorities and working with diverse stakeholders, including the public, staff, and elected officials.
Key Responsibilities
- Executive Support
- Manage the Mayor’s calendar, schedule meetings, organize logistics, and coordinate follow-ups.
- Support day-to-day operations including correspondence, travel arrangements, and event planning.
- Handle confidential information with discretion and professionalism.
- Communications & Public Relations
- Serve as a liaison between the Mayor’s office and the public, responding to inquiries and complaints in a timely and respectful manner.
- Draft, edit, and proofread official correspondence, memos, press releases, and reports.
- Input and track constituent concerns or complaints using digital platforms.
- Cross-Departmental Administrative Support
- Serve as a back-up for the Permit Technician and Front Desk Receptionist.
- Assist multiple departments with procurement tasks, invoice preparation, reconciliations, and financial reporting.
- Support the Financial Services Manager in tasks such as monthly fuel and credit card reports, deposit approvals, and other administrative needs.
- Clerical & Legislative Assistance
- Provide backup support to the Assistant City Clerk, including agenda preparation, minute taking (including evening meetings), public notices, and City website updates.
- Assist with processing public records requests in compliance with applicable laws.
- Event & Operations Coordination
- Assist with planning and execution of City events and initiatives.
- Collaborate with multiple departments to ensure seamless operations during large-scale activities or emergencies.
- Coordinate supply orders, track shipments, and resolve vendor issues.
- Emergency Response
- Support emergency operations as assigned by the Mayor.
- Remain available after hours or on weekends as needed during critical incidents.
- High school diploma or GED required.
- Five (5) or more years of relevant municipal experience.
- Demonstrated ability to communicate effectively, both verbally and in writing.
- Proficient in Microsoft Office Suite, especially Word and Excel (intermediate to advanced level).
- High level of accuracy, discretion, and attention to detail.
- Strong organizational skills and ability to manage multiple tasks.
- Valid Louisiana Driver’s License at time of hire.
Preferred Qualifications
- College degree preferred.
- Experience working in local, state, or federal government.
- Prior experience working with elected officials or in a political office.
- Experience managing content on municipal or professional websites.
Personal Qualities
IBTS places a high value on certain personal traits that work toward creating a positive,
professional, and supportive work environment, which is essential for working together and achieving success. We believe “how” you achieve your results is as important as what you achieve. The following highlights the personal traits key for success within the organization.
- Strong Work Ethic
- Teachable/Continuous Learner
- Reliable/Dependable
- Collaborative/Team Contributor
Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees.
The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.
IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.
We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.
Explore the opportunities!
