Executive Administrative Assistant

Description/Duties and Responsibilities

This position is responsible for performing highly complex office, clerical, and administrative support tasks, as well as special projects, in support of the Director of Human Resources and Library Services and the department staff.

DUTIES AND RESPONSIBILITIES:

• Provides complex administrative support to the Director, Management Analyst, and division staff by anticipating operational needs and proactively preparing agendas, briefing materials, reports, presentations, and supporting documentation for meetings, projects, and key initiatives
• Supervises and mentors department support staff by coordinating trainings, delegating tasks, and addressing performance-related matters to ensure high-quality, consistent work that meets City standards
• Acts as a key liaison for departmental initiatives, coordinating the flow of information, materials, and action items to support timely completion and effective collaboration
• Manages complex calendars while anticipating potential issues and scheduling conflicts, and collaborates with staff to implement solutions before they impact departmental operations
• Composes, edits, and proofreads letters, memos, evaluations, City Council agenda reports, and other documents to ensure accuracy, completeness, and compliance with City standards
• Tracks assignments, projects, and follow-up items on behalf of the Director to ensure timely completion and accountability
• Researches, compiles, and organizes data for projects and reports; develops and maintains tracking systems for recurring meetings, employee schedules, agenda deadlines, and monthly communications; maintains office files and retention schedules
• Exercises independent judgment in managing administrative priorities, determining appropriate courses of action, and keeping the Director informed of significant issues and developments when appropriate
• Coordinates departmental projects and initiatives by developing timelines, tracking progress, coordinating follow-up with assigned staff, and proactively communicating project status to the Director and Management Analyst
• Assists internal and external customers with inquiries regarding City policies, procedures, and functions; responds to and resolves customer concerns in a professional and timely manner
• Coordinates logistics for Director and department meetings, purchases supplies, prepares event materials, and performs setup for department functions
• Coordinates detailed travel arrangements by managing all travel logistics, confirming itineraries, and ensuring all information is accurate, complete, and communicated in advance
• Reviews and processes invoices for payment; monitors and reconciles operational expenditures; assists with the development and maintenance of the division budget
• Proactively identifies opportunities to improve administrative processes and workflows; develops and maintains systems to organize information, monitor departmental activities, and implement solutions that increase operational efficiency
• Coordinates and develops positive working relationships among divisions, departments, outside agencies, and staff to ensure projects and initiatives remain on schedule
• Collaborates with Citywide support staff on special projects and other related initiatives
• Performs other duties and special projects as assigned

Education and Experience

• High School Diploma or G.E.D. equivalent
• Four years of professional clerical experience in a fast-paced, professional environment, supporting an executive-level position
• Bachelor’s Degree is highly desirable
• Any combination of education and experience that has provided the knowledge, skills, and abilities necessary will be considered
• A valid Class C driver license or the ability to utilize an alternative method of transportation to carry out job-related functions

Knowledge and Abilities

• Knowledge of and ability to apply advanced office practices and procedures, including records management, document tracking, filing systems, and office technology
• Ability to proactively anticipate executive needs by preparing information, materials, and resources to support department meetings, projects, and initiatives
• Knowledge and understanding of English grammar and composition, and the ability to compose documents as well as review and edit documents for accuracy and relevance
• Knowledge and understanding of the City’s policies, procedur…