Executive Assistant​/Special Projects Coordinator: City of Staunton

Executive Assistant/Special Projects Coordinator

The City of Staunton, located in the heart of the Shenandoah Valley, is seeking highly qualified applicants for the position of Executive Assistant/Special Projects Coordinator. Come join the dedicated professionals serving this dynamic city and its citizens. The Executive Assistant/Special Projects Coordinator is part of the team in the City Manager's Office. The City of Staunton offers excellent benefits and a wide range of amenities.

Staunton, with a relatively low cost of living, is known for its history, architecture, arts, and cultural and culinary delights.

This unique position provides office management and administrative support for the City Manager's Office, and supports special projects and strategic initiatives as directed by the City Manager. Works in close coordination with the Assistant to the City Manager for Engagement, Communications and Strategic Initiatives and the Sr. Executive Assistant/Communications Coordinator, gaining broad exposure to municipal operations, policy implementation, and organizational strategy.

This individual will have a strong interest in local government and public service, with the ability to quickly learn standard office practices, procedures, equipment, and business writing. The individual must possess the ability to: organize information, prepare accurate reports and data visualizations from multiple sources, and manage several concurrent projects and deadlines with independent judgment; communicate clearly and professionally — in writing and in person — with the public, elected officials, and staff at all levels;

establish and maintain effective working relationships, exercise tact and sound judgment in public-facing situations, and thrive in a fast-paced office with shifting priorities.

Essential Functions/Typical Tasks

The minimum performance expectations include, but are not limited to, the following functions/tasks:

Special Project & Strategic Initiative Coordination

• Manages the Staunton Plan portal and performance dashboard, working across city departments to gather performance data and build clear visualizations that communicate progress on Council's strategic plan.
• Coordinates research and compiles information and analysis on special projects and policy questions as requested by the City Manager.
• Provides program and project support on large-scale projects, programs, special events, and activities directed by the City Manager; coordinates and monitors special projects assigned across departments.
• Gathers research, information, and data; performs or oversees data entry; summarizes data for presentations, including preparing graphs and charts. Creates and maintains project schedules and priority lists based on the City Manager's timeline.
• Provides administrative and research support to the Economic Mobility and Opportunity Specialist, gaining exposure to equity-focused programs and initiatives.
• Performs other related duties as assigned.

City Council Administrative Duties

• Assists in preparing materials for submission to City Council, gaining direct insight into the local legislative and policy-making process.
• Performs administrative duties for the Mayor and City Council as needed.

City Manager's Office Administrative Duties

• Serves as a first point of contact for the City Manager's Office — answering and routing calls, welcoming visitors, and directing inquiries to the appropriate individual or department.
• Provides administrative support to the City Manager, City Attorney, Deputy City Manager, Assistant to the City Manager, and Sr. Executive Assistant.
• Develops PowerPoint presentations and other materials and correspondence as needed.
• Responds to routine inquiries from residents and staff, interprets general City policies and procedures, and determines when matters should be escalated to senior staff.
• Coordinates, prepares, and distributes the monthly citywide department Activity Report — a firsthand view into how every department operates.
• Maintains filing systems for office correspondence and records; ensures proper organization, retention, and disposition of records in compliance with City policy.
• Prepares a…