Executive Administrative Assistant

Executive Administrative Assistant

Reports To:

Chief Operating Officer (COO) Department:
Administration

Pay Band: 2 - Exempt Effective Date:
Jan. 2026

Position Summary

The Executive Administrative Assistant - Operations provides high-level administrative and operational support to the Chief Operating Officer (COO) and Operations staff, while also supporting Planning & Development and Procurement functions. This position plays a central role in coordinating operational activities, managing documentation, supporting projects, and serving as a liaison among internal departments and external stakeholders. The role requires strong organizational skills, sound judgment, discretion, and the ability to manage competing priorities in a dynamic environment.

Key Responsibilities

* Provide executive-level administrative support to the COO and Operations leadership, with additional support to Planning & Development and Procurement as needed and provide backup support for CEO and Sr. Executive Advisor to CEO as necessary.

* Coordinate and manage operational records, files, contracts, plans, surveys, proposals, and project documentation.

* Serve as a liaison between Operations, Planning & Development, City departments, vendors, consultants, developers, property owners, and the public.

* Submit, track, and follow up on permits, plans, warrants, and operational or development-related documentation.

* Process invoices, reimbursements, direct purchase orders (DPOs), and other financial or procurement-related documents, including monthly pCard reconciliations.

* Prepare agendas, meeting materials, minutes, correspondence, reports, and memoranda for operational and development-related meetings.

* Manage calendars, schedule meetings, coordinate logistics, and arrange travel for the COO and Operations leadership.

* Receive, review, and route incoming correspondence; respond to routine inquiries and requests for information.

* Conduct research and compile information in support of operational initiatives, development activities, and special projects.

* Draft and edit letters, summaries, reports, and assist in the development of presentations for executive and operational use.

* Track operational and development projects; follow up with senior staff to ensure timely completion of action items.

* Track and manage the fleet services contract

* Manage electronic and physical filing systems to ensure accurate, secure, and accessible records.

* Perform data entry for contract management software, including creation of contract and Certificate of Insurance files, track and assist with coordination and follow-up of due dates and deliverables with stakeholders, management staff, and outside parties.

* Monitor contracts, compliance documents, and required materials for operational and development projects.

* Assist with real estate and property records research.

* Provide operational and planning-related information to internal stakeholders and the public, as appropriate.

* Schedule, prepare for, attend, and document bid openings, assist in evaluation committee meetings, and operational procurement activities.

* Support Procurement by researching vendors, maintaining vendor and bid records, and organizing bid submissions.

* Receive, log, date-stamp, and organize bid responses and quotations for review.

* Assist with permitting, project coordination, and basic project management tasks as assigned.

* Provide receptionist and front-office support as needed.

Required

Knowledge, Skills and Abilities:

* Knowledge of administrative, accounting, purchasing, and procurement procedures.

* Proven experience providing executive or senior-level administrative support.

* Strong understanding of office management systems and operational workflows.

* Proficiency in Microsoft Office and related office and collaboration tools.

* Excellent verbal and written communication skills.

* Strong organizational, planning, and time-management abilities.

* Ability to manage multiple priorities, work independently, and exercise sound judgment.

* High level of professionalism, discretion, and confidentiality.

* Familiarity with modern office technology and applications.

* Ability to take and transcribe dictation accurately.

Education and Experience

* Education:

High school diploma or equivalent required; two years of college preferred.

* Experience:

Two to four years of progressively responsible administrative or executive support experience.

Physical and Work Requirements

* Physical Effort:
Light physical effort required, including occasional lifting of 10-20 pounds.

* Working Conditions:

Standard office environment with minimal exposure to unpleasant conditions.