Executive Assistant

The City of Billings is seeking an Executive Assistant to the City Administrator to serve as a highly trusted partner to the City Administrator and play a critical role in supporting the effective leadership and operation of the City organization. This position provides executive-level administrative support in a fast‑paced, politically dynamic environment and requires exceptional judgment, discretion, professionalism, and organizational skills.

The Executive Assistant serves as a key liaison between the City Administrator's Office, the Mayor and City Council, department leaders, community stakeholders, and the public. This position manages complex scheduling, confidential communications, Council coordination, and high-level projects while ensuring the smooth daily operation of the City Administrator's Office. This is a position of trust and confidence requiring the highest level of integrity and discretion.

Salary Range: $26.4579 - $29.1344 per hour. Salary reflects Step 1 and Step 3 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training.

Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m.

• Manage the City Administrator's complex calendar, including Council meetings, executive sessions, community events, intergovernmental meetings, and internal leadership meetings.
• Prioritize competing demands and proactively anticipate scheduling conflicts and organizational needs.
• Prepare, review, and edit correspondence, reports, presentations, and other documents on behalf of the City Administrator and Assistant City Administrator.
• Coordinate travel, event logistics, and meeting preparation materials.
• Track assignments, deadlines, and follow-up items to ensure timely completion.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Perform varied and responsible administrative duties to assist in the processing and completion of administrative operations for assigned staff and City officials.
• Prepare a variety of fiscal, statistical, and administrative summaries and reports.
• Take and transcribe minutes at regular and special meetings and designated committees; prepare meeting packets for distribution.
• Represent the City Administrator's Office in meetings and groups as assigned.
• Coordinate communications and logistics between the City Administrator, Assistant City Administrator, Mayor, and 10 Council members.
• Assist in preparing Council agenda materials, briefing packets, and background information.
• Maintain awareness of Council priorities and emerging issues.
• Support executive session logistics while maintaining strict confidentiality.
• Handle confidential personnel, legal, labor relations, and strategic matters with discretion.
• Serve as a trusted gatekeeper and sounding board for the City Administrator and Assistant City Administrator.
• Exercise independent judgment in managing sensitive communications.
• Serve as a primary point of contact for the City Administrator's Office, answer and screen calls or greet walk-in visitors and either answer questions, explain policy or procedures, or refer non‑administrative calls or requests for assistance to the proper person.
• Respond to inquiries from elected officials, department heads, business leaders, and residents.
• Draft professional correspondence and public communications.
• Ensure consistent, timely follow-through on commitments and requests.
• Assist with tracking strategic initiatives, major projects, and organizational priorities.
• Maintain office systems, records, and filing in compliance with public records laws.
• Improve and streamline administrative processes.
• Coordinate special projects and events as assigned.
• Manage the payable functions for the City Administrator's Office, including processing invoices, p‑cards, and purchase orders, entering appropriate codes and processes for payment.
• Order Division office supplies to maintain a working inventory and coordinate office machine maintenance.
• Process paperwork for Bid/RFP, purchase orders, service agreements, Council memos, legal notices, job postings, personnel…