Executive Management Coordinator

Job Description

Job Description

Duties and Responsibilities

• Provides advanced, executive-level, administrative support and coordination for executive leadership, management team, and staff. Acts as a resource for information and / or support to plan and orchestrate work and to ensure that executives and managers meet departmental priorities and organizational goals.
• Manages the Department Directors 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, maintains schedule adherence, and facilitates strategic and independent scheduling.
• Oversees travel processes on behalf of the department (paying registration fees, booking travel, processing travel in accordance with procedure). Duties include triaging incoming requests, monitoring the approval process, and preparing the necessary documentation for the Finance team to execute.
• Manages office traffic and communication between the Director and staff to ensure employee inquiries and concerns are addressed promptly and efficiently.
• Prepares for departmental leadership meetings, various boards, commissions, and Council meetings. Responsibilities include creating and distributing agendas, typing accurate meeting minutes, maintaining calendars, coordinating logistics such as securing meeting locations, arranging necessary resources and materials, and managing facility spaces.
• Ensures compliance with approved templates and monitors staff adherence to agenda submission deadlines.
• Screens and prioritizes calls and requests from internal staff and customers. Responds to inquiries, including handling sensitive and confidential issues and records.
• Manages and leads projects and initiatives. Establishes project teams, delegates tasks, monitors work quality and completion, and oversees associated budgets and timelines.
• Organizes various annual and ad-hoc events, team-building activities, and trainings (employee appreciation events, awards ceremonies, holiday celebrations, etc.).
• Researches, compiles, and summarizes information and data, prepares and maintains reports, databases, and presentations, and provides recommendations for business process improvements.
• Composes original correspondence, communication materials, and other content on behalf of executive leadership and / or the department. Formats include charts, graphs, and other presentation support materials / content, as well as assisting with developing procedures and maintaining policy documentation.
• Maintains and / or oversees department files, records, and documentation and manages record retention in accordance with retention policies and procedures.
• Supports the departments budget development process. Monitors expenditures and processes financial transactions within authorized spending amounts, reconciles statements, and provides notification of issues or concerns related to budget or expense accounting.
• Initiates and continuously monitors sufficient coverage of required supplies, equipment, materials, and facility spaces.

Typical Qualifications

Education and Experience :

Preferred Qualifications :

Municipal government

Additional Information Knowledge of :

Skill In :

ADA and Other Requirements : Positions in this class typically require :

Sedentary Work :

Working Conditions :