Administrative Assistant (Mayor's Office)

Description

Examples of Duties

• Constituent Issue Resolution (General Office Support)
  • Answer constituent calls through a phone tree shared by all Mayor’s Office Front Desk and Administrative Staff
  • Document the constituent need and utilize a contact list and electronic system to route the need to the appropriate City department
  • Maintain and follow a callback list to ensure within 72 hours that each referral sent to a Department was addressed with outreach and contact with the constituent.
  • Problem-solve and escalate were service gaps exist between constituents and Departments.
• Administrative Support (General Office Support)
  • Provide general administrative assistance ( filing, data entry, document preparation, and office logistics) as needed to support Mayor’s Office operations.
• Special Projects (General Office Support)
  • Assist with special projects, events, and outreach efforts as assigned; support mayoral initiatives and community engagement activities.
• Calendar Management (Assignment-specific)
  • Maintain, update, and optimize complex calendars for assigned Mayor’s Office executive staff; schedule meetings, hearings, briefings, and public appearances with attention to priority, conflicts, and travel needs.
  • Prioritize requests, coordinate with departments, external partners, and staff to ensure feasible scheduling and timely responses.
• Meeting Coordination (Assignment-specific)
  • Arrange logistics for internal and external meetings (venue, video/teleconferencing, equipment, catering, materials, and attendee lists).
  • Prepare and distribute meeting agendas, briefing materials, and follow-up task lists; track action items and deadlines.
• Travel and Appointments (Assignment-specific)
  • Coordinate travel arrangements for Mayor’s Office executive staff, including itineraries, accommodations, and reimbursements; ensure compliance with city travel policies.
• Documentation and Records (Assignment-specific)
  • Maintain organized filing systems (electronic and paper) for scheduling, correspondence, and key documents; ensure confidentiality and data security.
• Stakeholder Liaison (Community-wide)
  • Serve as a courteous and professional liaison with City departments, boards, commissions, partner organizations, constituents, and the press as directed

Minimum Qualifications

Education

• Required: High school diploma or equivalent.
• Preferred: Associate degree or higher in Office Administration, Public Administration, Communications, or a related field.

Experience

• Required: 5–10 years of Executive and/or municipal-level administrative support
• Required: Experience with calendar management in a government or public sector environment; familiarity with constituent services, CRM systems, and basic project coordination

Supplemental Information

• Professionalism in appearance, speech, organization and attention to detail.
• Discreet communication.
• Extremely strong written and verbal skills.
• Ability to work in a fast-paced and deliverable-focused environment.
• Ability to pivot from assignments to emergency directives based on volume and circumstance.
• Ability to work independently with a high degree of organization and self-motivation.
• Exceptional organizational and time-management skills; ability to manage multiple competing priorities with attention to detail.
• Proficiency in Microsoft Office (Outlook, Word, Excel) and comfortable using city-specific software and scheduling tools; ability to learn new systems quickly.
• Strong customer service orientation and professional demeanor when interacting with the public and government staff.
• Ability to handle confidential information with integrity and to exercise sound judgment.
• Collaborative mindset with the ability to work effectively across departments and with diverse stakeholders.

• On-site in a fast-paced government office; frequent interaction with city staff, officials, and the public.
• Occasional after-hours events or meetings; some travel may be required for official duties.