What are the responsibilities and job description for the EXECUTIVE ADMINISTRATIVE ASSISTANT position at Town of Hilton Head Island?
Join Our Team as the Executive Administrative Assistant
The Town of Hilton Head Island is looking for a highly professional and proactive Executive Administrative Assistant to provide essential support to the Town Manager and Town Clerk. This role is key in ensuring efficient executive operations and maintaining strong communication with Town employees, Town Council, community members and other stakeholders.
The Town of Hilton Head Island is looking for a highly professional and proactive Executive Administrative Assistant to provide essential support to the Town Manager and Town Clerk. This role is key in ensuring efficient executive operations and maintaining strong communication with Town employees, Town Council, community members and other stakeholders.
About the Role
As the Executive Administrative Assistant, you will perform a range of professional administrative tasks, including managing the Town Manager's calendar, handling public inquiries, coordinating travel arrangements, processing documentation, and supporting budget-related activities. Your organizational skills and professional demeanor will be vital in helping the Town's Executive Department operate smoothly.
As the Executive Administrative Assistant, you will perform a range of professional administrative tasks, including managing the Town Manager's calendar, handling public inquiries, coordinating travel arrangements, processing documentation, and supporting budget-related activities. Your organizational skills and professional demeanor will be vital in helping the Town's Executive Department operate smoothly.
What You Will Do
- Screen incoming calls for the Executive Department, prioritize urgent matters, and direct inquiries as appropriate
- Address public concerns and inquiries, ensuring prompt and effective resolution
- Maintain the Town Manager’s calendar, scheduling appointments with internal and external stakeholders
- Anticipate the Town Manager’s needs to ensure that all relevant information and materials are prepared for meetings
- Process purchase orders, requisitions, and invoices; manage receipts and prepare necessary documentation
- Coordinate travel arrangements and accommodations for executive staff
- Prepare and distribute various documents as instructed by the Town Clerk
- Maintain accurate records of budget expenditures and assist with the annual budget preparation
- Manage records, including data entry and updates to internal systems
- Support interdepartmental operations to maximize efficiency and effectiveness
Qualifications
- Education and Experience: High school diploma or equivalent and three (3) years of relevant experience in a high-level professional environment; or an equivalent combination of education and experience.
- Demonstrated professionalism in communication and presentation, with strong organizational skills
- Ability to anticipate the needs of executive leaders, ensuring effective preparation for meetings
- Proficiency in modern office procedures and software applications
- Skilled in professional communication and phone etiquette
- Ability to manage multiple tasks and deadlines with attention to detail and accuracy
What We Offer
- A supportive environment where your skills and contributions are valued
- A comprehensive benefits package that includes health, dental, vision, life insurance, short and long-term disability, vacation and sick leave, paid holidays, tuition reimbursement, a healthcare reimbursement arrangement, and a generous matching 401(k) plan
- Relocation assistance is available
Why Work with Us?
- Impactful Work: Be at the forefront of projects that significantly enhance our community's infrastructure and quality of life
- Collaborative Environment: Work with a talented team of dedicated professionals committed to innovation and excellence
- Excellent Benefits: Enjoy a comprehensive benefits package that supports your well-being and professional growth
- Community-Centric Focus: Engage with community members and stakeholders to ensure projects meet the needs and expectations of our residents
Join us in making Hilton Head Island an even better place to live, work, and play!
The Town of Hilton Head Island is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Position will remain open until filled.
The Town of Hilton Head Island is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Position will remain open until filled.
