Executive Assistant

Executive Assistant

Salary Range $50,766.00 - $81,226.00 Salary Position Type Full Time

Performs advanced administrative work for the Mayor and City Council Members. The objective of the position is to provide excellent customer service and constituent services support on behalf of the Mayor and City Council Members. The position will be the primary point of contact for Mayor and City Council Member telephone calls, correspondence (letter and email), and City Hall walk-ins.

The primary responsibility is to manage the administrative and constituent relations work of the Mayor and City Council members. Responsibilities require tact, discretion, diplomacy, initiative and independent judgment, as well as knowledge of City priorities and policies, administrative procedures, and departmental functions. This position is distinguished from other administrative positions in that the nature, scope, and diversity of responsibilities require a broader understanding of City functions and the competence to perform duties that require the exercise of discretion and independence with respect to matters of significance.

This position reports directly to the City Manager.

Essential Job Functions:

• Answers phones and directs all incoming calls to appropriate party promptly and efficiently.
• Receives, routes and coordinates all correspondence to the Mayor and City Council.
• Composes correspondence dealing with issues and subject matter that can require considerable sensitivity, discretion, judgment, or negotiation in replying to inquiries, and/or presenting or requesting information.
• Manages administrative details by relieving the Mayor and City Council Members of routine requests and activities.
• Prioritizes and manages multiple projects simultaneously and follow through on issues in a timely manner.
• Schedules and coordinates calendars and appointments.
• Coordinates complex meetings, appointments, and conference calls with both internal and external business partners, assists in the design and preparation of presentations and other meeting materials.
• Arranges travel, prepares itineraries including air and ground transportation, hotel reservations and car rentals.
• Performs other related duties as required or assigned by the Mayor and City Council Members.
• Triages communications to Mayor and City Council Members and develops initial acknowledging response and assisting in the response.
• Coordinates with City departments as needed to develop responses for the Mayor and City Council Members.
• Coordinates with the Department of Communications concerning Mayor and City Council events and publications.
• Performs special projects as needed by the Mayor and City Council Members

Minimum Requirements To Perform Work:

• A Bachelor's degree from an accredited college or university;
• Five (5) years of experience performing work related to the described duties;
  Or equivalent education, and/or experience.

Knowledge, Skills and Abilities:

• Knowledge of verbal and written communication skills.
• Skills of organization and time management.
• Ability to exercise discretion and sound judgment, maintains confidentiality.
• Ability to multi-task effectively.
• Strong interpersonal skills, ability to work in a team environment when required, high degree of tact.
• Ability to work independently and proactively, demonstrates initiative.
• Ability to exercise independent thinking and good judgment.
• Ability to interpret policies, administrative regulations, legislation and accurately explain to others.
• Ability to maintain confidentially and exercise considerable skill in handling sensitive information and data.
• Ability to prepare clear, concise, grammatically correct letters, memos, staff meeting minutes and other written documents.

Physical Demands:

• While performing the duties of this job, the employee is frequently required to sit; talk and hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
• The employee is occasionally required to walk.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.
• While performing the duties of this job, the employee sits in an office or computer room.

Work Environment:

• The employee regularly works in a normal office environment.
• The employee may perform some duties outdoors while conducting official business which will require limited local travel.
• Employee may be required to attend some evening and weekend meetings, and may be required to assist in special events.

The City has the right to revise this position description at any time and does not represent in any way a contract of employment.