Executive Assistant

CIVIL SERVICE TITLE : Secretary (Unclassified Appointment)

DIVISION : County Administrator

SALARY : $39,650 - $73,351

LOCATION : Trenton, NJ

SCHEDULE : Monday – Friday, 8:30 AM – 4:30 PM, with a one-hour unpaid lunch break

REPORTS TO : County Administrator

POSITION(S) AVAILABLE : 1

POSITION OVERVIEW :

The Executive Assistant to the County Administrator provides high-level administrative and operational support to ensure the efficient functioning of the County Administrator's Office. This role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced, professional environment. The ideal candidate demonstrates excellent interpersonal skills and serves as a key point of contact for internal staff, external stakeholders, and the public.

RESPONSIBILITIES :

• Provide direct administrative support to the County Administrator, including calendar management, meeting coordination, and correspondence.
• Prepare, edit, and format documents, reports, presentations, and spreadsheets using Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Manage incoming communications (phone calls, emails, and mail), prioritizing and responding as appropriate.
• Coordinate meetings, including scheduling, preparing agendas, and taking/distributing meeting minutes.
• Maintain organized filing systems (electronic and physical) for records, reports, and confidential materials.
• Assist in tracking projects, deadlines, and follow-up items to ensure timely completion.
• Serve as a liaison between the County Administrator's Office and other departments, agencies, and external partners.
• Support budget tracking, invoice processing, and basic financial documentation as needed.
• Handle sensitive and confidential information with a high degree of professionalism and discretion.
• Assist with special projects, events, and initiatives as assigned.

REQUIREMENTS :

EDUCATION & EXPERIENCE:

• Associate's degree required; Bachelor's degree preferred in Business Administration, Public Administration, or a related field.
• Minimum of 3–5 years of administrative support experience, preferably in a government or executive office setting.

PREFERRED QUALIFICATIONS:

• Experience working in a public-sector or Civil Service environment.
• Familiarity with records management systems or HR/financial software.
• Bilingual (English/Spanish) a plus.

KNOWLEDGE, SKILLS, & ABILILITIES :

• Strong interpersonal and communication skills, with the ability to interact effectively with individuals at all levels.
• Exceptional organizational and time-management skills, with the ability to prioritize and manage multiple tasks.
• Advanced proficiency in Microsoft Office Suite, including:
• • Word (document preparation, formatting)
  • Excel (data tracking, basic formulas, reporting)
  • Outlook (calendar and email management)
  • PowerPoint (presentations)
• High level of attention to detail and accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong problem-solving skills and ability to work independently.
• Professional demeanor and customer service orientation.

BENEFITS OF WORKING WITH MERCER COUNTY:

Mercer County is proud to offer a comprehensive benefits package that supports the health, financial security, and professional development of our employees. Benefits include:

• Access to health and wellness coverage
• Retirement and deferred compensation plans
• Generous paid time off and leave programs
Ongoing training and tuition assistance

Mercer County EEO/ Civil Service Statement & Residency Requirements :

Mercer County is an Equal Opportunity Employer, committed to fostering a diverse, inclusive, and accessible workplace. We provide equal employment opportunities to all individuals regardless of race, creed, color, national origin, nationality, ancestry, age, sex, gender, pregnancy, marital status, civil union status, domestic partnership status, familial status, religion, affectional or sexual orientation, gender identity or expression, atypical hereditary cellular or blood trait, genetic information, liability for service in the Armed Forces of the United States, disability, or any other protected characteristic under federal, state, or local law.

As a Civil Service employer under the State of New Jersey, all candidates must comply with New Jersey Civil Service Commission regulations and guidelines. Mercer County residency is required. Non-residents must establish residency within one (1) year of employment.

Mercer County is also committed to providing reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) and applicable state laws, specifically in accordance with the New Jersey State Policy Prohibiting Discrimination in the Workplace .