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Executive Assistant

Description

As the Executive Assistant to the City Manager's Office, this position serves as the key liaison and support figure in the efficient functioning of the office of the City Manager. This position facilitates the smooth operation of executive-level activities and provides comprehensive administrative support to ensure the smooth operation of daily activities that contribute to the overall effectiveness of city management.

Essential Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Provide high-level administrative support to the Deputy City Manager and Assistant City Manager.
Manage schedules and coordinate meetings while prioritizing the most sensitive matters.
Assist in providing an optimum work-life balance.
Provide thoughtful input and support.
Arrange travel and logistics.
Provide background research and well-organized agendas for meetings and projects as requested by the Deputy and Assistant City Managers.
Serve as a primary point of contact for internal and external stakeholders by screening calls, managing inquiries and emails and prioritizing correspondence.
Maintain accurate and organized records, files and databases, including confidential materials such as personnel files, contracts, and sensitive documents.
Process all documents for signature inside the City Manager’s Office.
Prepare and edit reports, presentations and other documents as needed – ensuring accuracy and consistency.
Serve as the office FOIA representative and work in conjunction with the Clerk of Council and City Attorney to provide accurate documentation.
Manage information flow throughout the office, disseminate relevant updates, memos, announcements and events to all office staff.
Prepare and seek meeting agendas.
Attend and take minutes at meetings and follow up on action items to ensure timely execution.
Organize logistical arrangements, hospitality and technology.
Assist in the coordination and implementation of special projects, public engagement and initiatives by conducting research, preparing reports, and providing logistical support as needed.
Oversee the day-to-day operations of the City Manager's office, including office supplies management, equipment maintenance, and facility coordination.
Coordinate task management and work orders for repairs and maintenance.
Implement safety practices.
Maintain information technology updates for all office equipment and shared spaces.
Ensure compliance with city policies, procedures and regulations.
Assist in drafting and updating office policies and references as needed.
Handle sensitive and confidential information with discretion and professionalism, maintaining confidentiality at all times.
Foster positive working relationships with city department heads, elected officials, community stakeholders and external agencies to facilitate effective communication and collaboration.
Collaborate with other administrative staff and department heads to ensure seamless coordination and communication across the organization.
Undertake special assignments and ad-hoc tasks as delegated by the City Manager and his staff, demonstrating flexibility and adaptability in responding to evolving needs.
Serve as a notary public.

Minimum Education and Experience Required

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Bachelor's degree or a combination of education and experience in administration, management, finance, or a related field.
Experience in an extremely fast-paced work environment with constantly shifting priorities, a large and varied workload and short deadlines, all of which require an extremely strong attention to detail; and a high adaptability to accept and competently handle additional duties and/or responsibilities as required by the changing demands of the office.
Experience in office management (preferably in a municipal government) and in assisting an executive officer in addressing complex administrative problems and functions preferred.

Additional Requirements

Possession of valid driver's license issued by the Commonwealth of Virginia and acceptable driving record according to City criteria.
Required to obtain/update Notary Public license within 90 days of start date.
Relevant background checks must be satisfactorily completed.
Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position.

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