Executive Assistant (CMO)

THE POSITION

THIS POSTING WILL BE OPEN UNTIL FILLED

Application cut-off dates are weekly, every Monday.

Under the general direction of the City Manager, this position serves in a critical role supporting the daily operations and overall effectiveness of the City Manager’s Office. Located at City Hall and reporting directly to the City Manager, the incumbent will provide daily executive support to the City Manager, Assistant City Managers, and professional staff. Responsibilities include anticipating needs, managing competing priorities, proactively resolving calendar conflicts, rescheduling meetings as needed, managing phone calls, forwarding voicemails to appropriate City staff, and providing professional customer service in response to constituent inquiries and concerns. By ensuring the efficient flow of information and day-to-day operations, this position enables the City Manager and executive leadership team to remain focused on advancing organizational priorities and meeting the needs of the City.

IDEAL CANDIDATE STATEMENT

The City Manager’s Office is seeking a collaborative, detail oriented, and hardworking individual with strong communication skills. The ideal candidate will have strong written and oral communication skills, political acumen, the ability to multitask, stay organized, and prioritize tasks. They will be resourceful, possess a great attention to detail, thrive in a high-paced dynamic team environment, are very organized and have a strong desire to continue to learn and grow.

DEFINITION

Under general direction, an Executive Assistant performs a variety of confidential secretarial and administrative duties for the City Manager’s Office; maintains calendars and prepares for meetings; researches and refers problems and concerns; maintains records and compiles and analyzes data; receives and handles or refers calls and visitors, mail and correspondence.

DISTINGUISHING CHARACTERISTICS

This classification is populated with multiple incumbents who perform at the journey level and are responsible for providing administrative support to the City Manager, Assistant City Managers, and the Chief of Staff to the City Manager. The Executive Assistant is distinguished from Administrative Assistants and similar classifications within City departments by the political and confidential nature of the responsibilities. Incumbents are appointed by and serve at the pleasure of the City Manager.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by the City Manager or other higher-level personnel and work direction is provided by the City Manager. This classification has no responsibility for supervision of other personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES

TYPICAL DUTIES

• Maintains City Manager’s Office calendars; keeps personnel apprised of scheduled meetings and events; ensures that personnel have pertinent documents and information in preparation for meetings.

• Provides assistance to the City Manager and department personnel by researching and referring problems or concerns to appropriate City personnel for resolution; attends various committee meetings; makes necessary room arrangements; takes detailed notes; apprises the City Manager on the content of meetings; acts as liaison between the City Manager and various committees and organizations.
• Maintains complex and confidential record keeping systems; recommends organization or procedural changes affecting clerical activities.
• Researches, compiles, and analyzes data for special projects and various reports.
• Receives calls and visitors, and refers inquiries as appropriate; responds to complaints and requests for information regarding the intent of instructions, precedents, and regulations.
• Takes and transcribes dictation from rough draft or shorthand notes; composes routine correspondence not requiring the City Manager’s personal attention; receives, opens, reviews, and distributes incoming mail; receives and processes invoices and maintains accounts payable.
• Performs other or related duties as assigned.

QUALIFICATIONS

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Modern office methods, procedures, and equiptment.
• Computer and word processing, spreadsheet, and database software applications.

Skill in:

• Use of computers, computer applications, and software.

Ability to:

• Understand the organization and operation of the City and of outside agenci…