Executive Assistant - Office of the Mayor

Overview

****** Departmental Promotion******

Position is responsible for providing administrative support to the Deputy Mayors and acting as a liaison for the Deputy Mayors in correspondence with the general public and other governmental or business entities. The City of Indianapolis prioritizes and celebrates diversity, equity, and inclusion in all its forms. This position values diversity in perspectives and experiences among colleagues and the residents of this city whom they serve.

• Manages, coordinates, and facilitates scheduling meetings and events for the deputy mayors.
• Serves as a gatekeeper and helps ensure the Deputy Mayors’ calendars are respected.
• Assist the Director of Government Affairs with calendaring committee meetings.
• Communicates all committee meetings and any changes/updates to the appropriate staff member(s)/agency director(s).
• Disseminates information to relevant organizations, agencies and other contacts to provide for awareness of programs and facilitate open lines of communication.
• Provides assistance as requested to resolve community issues or connect external stakeholders with relevant internal departments.
• Works with community groups and non‑profits to coordinate donations, distribute proclamations, and vet event requests.
• Maintains a comprehensive database of all donations to community groups and non‑profits.
• Serves as the point of contact for event venue managers.

• Bachelor’s degree in Business Administration, Political Science, Management, or a related field of study is preferred.
• Must have knowledge of current administration’s vision, governmental policies, and address them on an administrative level.
• Should be well‑organized and skilled in conflict resolution.
• Effective in treatment of customers whether face to face, via email or by phone.
• Knowledge of the Microsoft Office Suite is required.
• Must be able to type, update and/or create reports, and spreadsheets as needed.
• Demonstrate creative ability when presented with unformatted projects and/or ideas.
• Must be able to communicate effectively both in oral and written formats.

Work is conducted in a standard office environment with periodic travel to different meeting sites and department field offices. After hours and weekend work and meetings is common.