Executive Administrator to the City Manager

Description

The City of Springfield is seeking a highly capable and trusted Executive Administrator to the City Manager to support the leadership and daily operations of the City Manager’s Office.

This position reports directly to the City Manager and serves as a trusted extension of the City Manager’s office, helping ensure leadership priorities remain organized, communications are coordinated, and the City Manager is consistently prepared to lead effectively. The Executive Administrator must be a proactive self-starter who demonstrates initiative, sound judgment, and exceptional professionalism. This role requires the ability to anticipate needs, manage complex priorities, read situations effectively, and operate with the highest level of confidentiality while supporting the City Manager’s leadership and the successful execution of City Council priorities. This role requires a professional who can operate with executive maturity and discretion, and represent the City Manager’s Office with professionalism at all times.

The position plays a vital role in maintaining a highly organized, responsive, and professional executive office that supports the City’s leadership philosophy centered on processes, relationships, and trust.

Key Responsibilities:
Executive Office Coordination

• Coordinate the daily operations of the City Manager’s Office and ensure effective management of schedules, communications, and executive priorities.
• Anticipate needs and proactively support the City Manager in preparing for meetings, briefings, and key engagements.
• Maintain strict confidentiality and exercise sound judgment when handling sensitive or complex matters.
• Assist in managing the City Manager’s time and priorities by organizing requests, coordinating follow-up actions, and identifying when matters should be delegated to the appropriate Deputy City Manager or department leadership.
• Create and maintain processes to ensure issues are directed to the appropriate leadership staff, so the City Manager’s time remains focused on strategic priorities and City Council initiatives.

• Provide high-level administrative and research support on special projects, initiatives, and reports for the City Manager.
• Prepare briefing materials, reports, and executive communications for leadership discussions and decision-making.

• Serve as a liaison between the City Manager’s Office, the Mayor and City Council, department leadership, staff, citizens, and outside partners.
• Help coordinate communication to ensure timely and effective information flow across the organization.

• Demonstrate strong situational awareness and the ability to read the room, recognizing when to elevate issues, coordinate solutions, or resolve matters independently.
• Anticipate scheduling conflicts, emerging issues, and organizational needs to help ensure the City Manager’s time is focused on the most important priorities.

• Help filter requests, communications, and competing demands so the City Manager can remain focused on the City Council’s five strategic priorities and the successful execution of those initiatives.

• Initiative and the ability to operate independently in a fast-paced executive environment
• High emotional intelligence and strong situational awareness
• Exceptional confidentiality and professionalism
• Strong organizational and communication skills
• The ability to anticipate needs and manage complex priorities
• A commitment to strengthening processes, relationships, and trust across the organization

Qualifications and Requirements

Experience, Education, and Training

• Graduation from an accredited college or university with a Bachelor's Degree in Business or Public Administration, Office Administration, or a related field;

• One year of related experience
• Experience may be substituted for the formal education requirement on a year-for-year basis.

• None required.

Functions

For more information on essential functions and other requirements, please see the job description.

Other Requirements

Equal Opportunity Employer/Disability and Vet

The City of Springfield promotes equal employment opportunities to all without regard to race, color, religion, sex, national origin, age, status as a protected veteran, or status as a qualified individual with a disability, or other legally protected status. All qualified applicants will receive consideration for employment.

Individuals with disabilities who believe they will need an accommodation to undergo any part of the interview, examination, or pre-employment process, should request a reasonable accommodation in accordance with the Americans with Disabilities Act prior to the testing or appointment. Requests should be requested by contacting City of Springfield Human Resources by phone, 417-864-1607, or in person at the Municipal Busch Building, 840 Boonville Ave. Springfield, MO 65802.

Proof of United States Citizenship/Authorization to Work in the United States as established by the Immigration Reform Act of 1986 is a condition of employment. We are committed to a drug-free workplace. Pre-employment drug testing is required.

All interested candidates MUST complete the City of Springfield on-line application in its entirety. The candidate profile must include all employment history with accurate and complete information prior to submission. Resumes alone will not be accepted as the application, but they may be submitted as supplemental documentation.