Executive Assistant

Position Summary:

Under the direction of the Administrative Supervisor, the executive assistant is Responsible for supporting and assisting the City Council by performing executive secretary, administrative, legislative, technical and office management functions. Assists the City Council on a variety of initiatives, projects, events, legislative priorities,and issues including researching and responding to questions from citizens and stakeholders. Responsibilities include but are not limited to acting as liaison with local, state, and federal agencies while fostering close working relationships with the City Manager, City Council, department heads and staff.

Works independently and establishes office procedures and work routines. This position requires a high degree of confidentiality and discretion in a publicly sensitive environment.

Essential Duties and Responsibilities:

Strong organizational, administrative, and technical skills, including proficiency with computers and office software.

Anticipates the needs of City Council, takes initiative, and proactively addresses issues before they become urgent.

Effectively plans, prioritizes, and coordinates meetings, communications, projects, events, and other

Council activities.

Coordinate travel arrangements, including scheduling, lodging, transportation, itineraries, and relatedlogistics.

Communicates professionally and effectively with elected officials, employees, vendors, citizens, and stakeholders.

Demonstrates excellent oral and written communication skills, including preparing clear and accuratecorrespondence and reports.

Identifies problems, analyzes information, exercises sound judgment, and implements practical solutions.

Maintains accuracy, attention to detail, and a commitment to high-quality work and continuous improvement.

Provides exceptional customer service, responds promptly to requests, and follows through on commitments.

Handles difficult and unexpected situations with professionalism, tact, patience, and confidence

Uses time efficiently, develops realistic action plans, and adapts to changing priorities.

Demonstrates reliability, punctuality, professionalism, and a commitment to effective public service.

Performs related duties as assigned.

Additional

Duties and Responsibilities:

The duties listed are typical for this classification; however, incumbents may not perform all listed tasks and maybe required to perform additional or different duties as needed to address business needs and evolving practices.

Job specifications outline the minimum qualifications necessary for entry into the position but do not necessarilyreflect the qualifications of current incumbents.

Minimum Qualifications High school diploma or equivalent required.

Proficiency in Google Workspace applications.

Ability to maintain a high level of confidentiality, professionalism, and discretion.

Strong written and verbal communication skills.

Excellent interpersonal skills with the ability to build and maintain positive relationships with citizens,stakeholders, staff, Council members, and external partners.

Proactive and resourceful approach to problem-solving.

Ability to work effectively both independently and as part of a team.

Demonstrated ability to meet deadlines, manage multiple priorities, and achieve performance objectives.

Strong organizational skills with exceptional attention to detail and accuracy.

Adaptable, creative, and comfortable working in a dynamic, fast-paced environment.

Community-focused with a commitment to providing excellent public service.

Knowledge, Skills, and Abilities Strong organizational, management, human relations, and technical skills, including proficiency with computers and office technology.

Knowledge of management and administrative practices, policies, procedures, and applicable laws,ordinances, regulations, and standards related to municipal operations.

Anticipates the needs of the City Council and proactively addresses tasks, challenges, and opportunities before they become urgent.

Coordinates meetings, communications, and Council activities while ensuring timely follow-through on commitments.

Effectively communicates and interacts with elected officials, employees, citizens, vendors, and other stakeholders.

Maintains awareness of policy, operational, budgetary, and procedural changes affecting departmental activities.

Prioritizes and plans work effectively, manages multiple assignments, and uses time efficiently.

Demonstrates accuracy, attention to detail, and a commitment to high-quality work and continuous improvement.

Handles difficult situations with professionalism, tact, patience, and sound judgment.

Responds confidently and effectively to unexpected challenges and changing priorities.

Identifies problems, gathers and analyzes information, develops solutions, and exercises sound decision-making.

Demonstrates excellent oral communication skills, including active listening, presentations, meeting participation, and responding to questions effectively.

Demonstrates strong written…