Executive Assistant

JOB SUMMARY

Under the general direction of the Chief Operating Officer, perform executive secretarial work requiring knowledge of department operations and familiarity with basic functions of all city departments. Provides high-level administrative and secretarial support to the City Manager’s Office and City Council. This position assists in the coordination of daily operations, communication, and documentation within the City Manager’s Office, and ensures the smooth preparation of City Council meeting agendas as needed, correspondence, and official records.

The role requires exceptional organizational skills, discretion, and the ability to handle multiple priorities in a fast‑paced, confidential city government environment, and perform other related work as required.

• Serve as the primary point of contact for the public, employees, elected officials, external agencies, and visitors to the City Manager’s Office, performing front desk and reception duties, including greeting visitors, screening and routing telephone calls, and directing individuals to the appropriate department, meeting location, or staff member.
• Serve as backup to the City Hall Receptionist as needed.
• Coordinate with designated backup personnel to ensure continuous reception and telephone coverage during absences and maintain a professional reception area that supports the efficient operation of City Hall and the City Manager’s Office.

• Serve as backup to the Executive Assistant to the Mayor and City Council/City Manager, performing all essential duties and responsibilities as assigned during their absence.
• Communicate professionally and effectively in person, by telephone, and in writing; respond to inquiries and requests for information and services; provide guidance regarding City policies, procedures, programs, and services; and address concerns and complaints with tact, diplomacy, sound judgment, and a high level of customer service.
• Exercise initiative and independent judgment in responding to inquiries and resolving routine issues while maintaining composure and effectiveness in high-volume, emergency, and rapidly changing situations.
• Monitor visitor activity within the City Manager’s Office and report safety, security, or operational concerns to appropriate personnel.
• Provide professional administrative support to the City Manager’s Office and City Council, including scheduling, calendar management, meeting coordination, travel arrangements, expense reports, correspondence, and special projects.
• Reserve and coordinate meeting rooms and related scheduling requirements.
• Assist in the planning and coordination of special events, community meetings, and other assigned activities, including coordinating food service and related logistical arrangements as needed.

• Prepare, draft, edit, format, distribute, email, print, and mail official correspondence, memoranda, agreements, reports, and other communications on behalf of the City Manager and City Council.
• Prepare and compile City Council agendas, meeting packets, supporting materials, reports, and related documentation in coordination with department directors and the City Secretary’s Office, and distribute materials to City Council members and other officials as appropriate.
• Conduct research and gather information to respond to inquiries and support departmental and organizational operations.
• Assist in the preparation of background materials for Homeowners Association Presidents’ Meetings and post HOA meeting agendas as assigned.

• Manage procurement and maintenance of office and event supplies.
• Prepare and reconcile departmental invoices, bills, and credit card receipts for payment in accordance with established accounting procedures.
• Perform document scanning, data entry, records management, filing, and other clerical support functions; maintain organized electronic and paper filing systems; and ensure records are maintained in accordance with records retention schedules and records management policies.
• Ensure…