Executive Assistant

Executive Assistant – City of Norwalk

The City reserves the right to limit the applications considered for the first 75 applicants. This recruitment may close at any time; apply immediately.

The City of Norwalk is seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support. The Executive Assistant provides a variety of administrative and clerical support to the Mayor and members of the City Council; provides information on City activities/programs to members of the public; performs related duties as required. The Executive Assistant plays a vital role that involves managing the City Manager’s office operations, coordinating communication with the City Council, and assisting in the execution of city initiatives.

The ideal candidate will have proven experience as an executive assistant or similar administrative role, preferably within a governmental or municipal environment. Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously. Excellent verbal and written communication skills. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software, and the ability to maintain discretion and confidentiality in handling sensitive information.

• Receive various inquiries and complaints on behalf of the City Council; advise Council members of communications received, or respond to callers in accordance with policy guidelines; draft correspondence in observance of established practice or as directed by Council members; maintain files and follow up to ensure that parties expressing concerns to the Council members have received a response.
• Arrange for transportation and accommodations for Mayor and City Council members when required to be out of town on City business; compile background material for conferences and meetings; prepare claims for travel expense for Mayor and Council members; order materials and supplies; process accounting warrants, requests and invoices.
• Maintain the Council member’s calendars; coordinate with parties requesting appointments with the Council members; confer with the Council members as to their availability and interest in attending events and participating in meetings; prepare weekly calendar for Council members and Commissioners of events upcoming for a two week period.
• Screen telephone and office callers by furnishing the information requested, taking messages, referring the caller, or when appropriate, resolving the problem or complaint.
• Work from indication of objective to be achieved, general directions, or copy, type and/or compose correspondence and other material requested by the Mayor or City Council members; distribute materials pursuant to established procedure or as directed; maintain files for Council members.
• Provide information to the City Manager and management staff on matters relating to Council, such as budget preparation.
• Attend meetings with individuals or organizations to take minutes for Council member's record at any Council member's request.
• Serve as Council members' liaison to commissioners and to organizations, such as Contract Cities, Rio Hondo Home, Private Industry Council, etc.
• Takes dictation from the Mayor or City Council members as required.
• Provides secretarial support for the Administration Department secretaries during peak periods, vacations and illnesses.

• Secretarial/clerical procedures, techniques, filing systems, and office equipment commonly used in secretarial work, including dicta phones, computers, calculators, and copiers.
• Basic principles and techniques utilized in the field of public relations.

• Typing, which permits a corrected speed of 60 wpm.
• Taking dictation at a rate of 90 wpm.

• Deal effectively and courteously with people from varied socio-economic groups.
• Communicate both orally and in writing, in the English language using correct grammar, punctuation, and spelling.
• Prioritize, schedule, coordinate, and organize tasks.
• Work under minimal supervision and quickly learn office procedures.
• Speak Spanish is desirable.

Any…