Executive Assistant - City Manager

Job Location

City of Mableton - MABLETON, GA 30126

Full Time

2 Year Degree

Under the direction of the Administrative Supervisor, the executive assistant is Responsible for supporting and assisting the City Manager by performing executive secretary, administrative, legislative, technical and office management functions. Assists the City Manager 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.

• Provides executive secretary, administrative, legislative, technical and office management support to the City Manager.
• Schedules the City Manager appointments, meetings, and appearances, maintaining a disciplined, organized schedule. Arrange the City Manager travel itinerary, reservations, security, and all logistical details working.
• Receives and responds to a variety of inquiries, concerns and complaints from citizens and stakeholders.
• Screens and transfers calls, letters, and email as appropriate.
• Assists in the resolution of problems and concerns through explanation of City or departmental practices and policies.
• As a representative of the City Manager, interacts with the public, always using courtesy, tact, and discretion.
• Works collaboratively and maintains effective communications with the City Manager and City staff, aiding as appropriate.
• Protects sensitive and confidential information requiring a high degree of discretion.
• P-card reconciliation
• Taking Meeting Minutes and making summaries of action items
• Facilitating key meetings in the absence of the City Manager
• Being flexible with time and scheduling
• Ordering of Office Supplies for City Manager and Office
• Mail pickup and distribution
• Supports City Manager run boards and commission meetings
• Supports City Manager/ City Manager Office at City Events
• Performs related duties as assigned

The duties listed are typical for this classification; however, incumbents may not perform all listed tasks and may be 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 necessarily reflect the qualifications of current incumbents.

• Associates Degree in Business or a related field
• 5 years of relative experience
• Proficiency in Google Suite products
• Proven ability to maintain a high level of confidentiality and discretion.
• Strong written and verbal communication.
• Interpersonal skills and the ability to build relationships with citizens, stakeholders, including staff, council members, and external customers.
• Proactive approach to problem-solving.
• Highly resourceful team player and ability to be effective independently.
• Demonstrated ability to achieve high performance goals and meet deadlines.
• Strong organizational skills that reflect the ability to perform multiple tasks with excellent attention to detail.
• Community oriented.

• Bachelors Degree in Business or a relative field

• Good organizational, management, human relations, and technical skills.
• Use of computers.
• Management and administrative practices, policies and procedures as necessary in the completion of daily responsibilities.
• Knowledge of all applicable laws, ordinances, policies, standards and regulations pertaining to the specific duties and responsibilities of the job.
• Communicating and interacting with subordinates, elected officials, management, employees, members of the public and any other groups involved in the activities of the City.
• Keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to operations and activities.
• Prioritizes and plans work activities and use time efficiently
• Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance
• Interact and communicate clearly with coworkers, citizens…