Executive Assistant To Mayor​/CAO - Mayor's Office

Overview

EXECUTIVE ASSISTANT TO THE MAYOR/CAO

DEPARTMENT: Mayor's Office

DIVISION: Mayor's Office

Pay Grade: Grade 140: $58,698.30 - $85,112.53 Annual Salary ($28.22 - $40.92 Hourly)

FLSA Status: Exempt, Non-Merit, Full-Time, Full-Benefits

This position performs a variety of highly responsible, confidential, and complex secretarial and administrative duties for the Mayor, Chief Administrative Officer, or City Council, including preparing reports and attending meetings in support of assigned duties and providing general information and assistance to the public. Receives direction from the Mayor, Chief Administrative Officer, or City Council. Exercises direct supervision over clerical staff.

This position also plays a critical role in supporting executive operating discipline by ensuring the coordination of meetings, information updates have been communicated, and routing other city issues is aligned with established leadership roles, authority, and decision-making protocols of the Mayor's Office and Chief Administrative Officer.

• Review, research, and summarize a variety of fiscal, statistical, and administrative information; prepare related reports, newsletters, and correspondence.
• Coordinate activities with, and provide information to, outside contractors and service providers; prepare contracts for service providers.
• Interpret city policies, procedures, laws, and regulations in response to routine inquiries and complaints; refer matters requiring executive direction, operational decisions, or policy interpretation to the appropriate authority.
• Participate and assist in the administration of the Mayor, Chief Administrative Officer, or City Council's office; recommend organizational or procedural improvements related to administrative and support activities.
• Coordinate the clerical support functions of the office to which assigned.
• Participate in the preparation and administration of grants; monitor new legislation and regulations to ensure that assigned programs are following grant requirements.
• Attend a variety of meetings including departmental, advisory board, and related meetings with outside agencies; prepare agendas and presentation materials; prepare minutes for selected meetings; document decision and action items; and disseminate information to city staff consistently with executive direction.
• Answer questions and provide information to city staff and the public regarding city procedures and policies.
• Refer matters requiring executive judgment or operational direction to the appropriate authority.
• Prepare correspondence, schedule meetings, and maintain administrative files for head of assigned area, ensure meeting coordination aligns with established executive roles and attendance expectations.
• Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for office supplies and equipment; monitor and control expenditures.
• Assist in the preparation of graphics for presentations and distribute publications to the public.
• May serve as staff liaison to advisory boards and the City Council, including preparing agenda items and supporting materials in coordination with the Mayor and the Chief Administrative Officer.
• Participate in safety and risk management activities; take action to reduce liability to the city.
• Attendance and punctuality are essential functions of this position. Employees are required to work as a team and frequently meet with co-workers and supervisors; employees are required to communicate in-person with the public during office hours; and employees are required to use on-site equipment.
• Assist in routing requests, issues, and information to the appropriate executive authority to ensure matters are addressed at the correct organizational level.
• Perform other related duties as required/assigned.

• At least five years of responsible secretarial or administrative experience related to the area of responsibility, including experience supporting senior leadership or executive-level functions.
• Associate degree in business administration or a related field.
• An…