Executive Assistant to City Manager

The Executive Assistant to the City Manager is responsible for providing direct administrative support to the City Manager and serves as the primary point of contact for the City Manager. The Executive Assistant to the City Manager is a specific classification that is distinguished from other classifications by its responsibilities to the City Manager.

A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation.

• Provides administrative and leadership support to the City Manager including managing the City Manager’s schedule; planning and coordinating meetings and events led by the City Manager; advising senior staff, researching and presenting information; receiving and relaying sensitive and confidential information.
• Manages the City Manager’s communication with the City Commission
• Facilitates project management for City Manager‑led initiatives.
• Builds and maintains relationships on behalf of City Manager’s office with community, university, and intergovernmental personnel, City staff and elected officials.
• Develop policies and procedures and make recommendations for improvement.
• Resolves complaints from public, staff and elected officials.
• Supervises the Receptionist position and coordinates with the Executive Assistant to the City Manager’s Office position.
• Prepares monthly City Manager’s report for the City Commission agenda.
• Performs other related duties, as assigned.

• Bachelor’s degree in related field or equivalent experience
• A minimum of four years of progressively responsible experience assisting at a director or CEO level.

• Experience in event/activity planning, minute taking and managing documentation.
• Ability to develop and nurture strong, productive relationships with community, elected officials, intergovernmental jurisdictions and all levels within the organization, respecting established processes and fostering an environment of mutual respect.
• Excellent organizational, multi-tasking and prioritizing skills.
• Strong, clear communicator and excellent interpersonal skills; proven ability to effectively and positively communicate with the general public and all levels within the organization.
• Ability to maintain the highest level of confidentiality in daily contact with sensitive business intelligence, financial, and protected health information is required.
• Proactive and positive customer service skills with both internal and external customers.
• Demonstrates a sense of urgency, prioritizes well, shows energy, responds to opportunities, instills urgency in others, and meets deadlines.

The City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged. Studies have shown that women and people of color are less likely to apply for jobs unless they meet all of the qualifications listed. The City of Kalamazoo is most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background.

If you have transferable experience, please tell us about it. This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.