Executive Administrative Assistant

Statement of Duties

The Executive Administrative Assistant (EAA) is a customer service and administrative focused role in the Mayor’s Office. The EAA maintains an organized department, supports the Mayor in their events and activities, and serves the needs of constituents. The EAA greets visitors and maintains and coordinates executive staff schedules and appointments. The EAA employs exemplary customer service and diplomacy in all interactions, and is a highly confidential position.

The EAA answers the telephone, takes messages, responds to constituent emails, and coordinates with other departments to assist constituents with various matters. The EAA also orders supplies; creates purchase orders, pays bills, and monitors the office budget. Finally, the EAA helps run events and celebrations organized by the Mayor’s Office.

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Answers the Mayor’s Office telephone and checks voice mail; opens, sorts, triages and replies to email and paper correspondence; coordinates with other City departments to respond to constituent concerns in appropriate timeframe
• Greets scheduled visitors and guides them to appropriate location
• Assists public with inquiries; connects them with City staff and follows up as necessary
• Manages and updates calendars and appointments for the Mayor, including Mayor’s evening office hours and travel arrangements for the Mayor; may coordinate for other executive staff as requested
• Manages calendars and appointments for several City Hall meeting rooms in coordination with other departments
• Plans, prepares and hosts events for the Mayor’s Office, ranging from holiday and cultural celebrations to important receptions and ceremonies; proactively coordinates with City Departments and outside groups to ensure smooth event booking, communications and flow; receives and integrates public feedback for future events
• Works with Auditing, Purchasing, Law, and other departments to coordinate the Mayor’s timely signature of important contracts and legal agreements
• Creates and maintains all manual and digital office filing systems
• Works with the Chief of Staff to create and manage the Executive Administration budget, generate spreadsheets, presentations, and other reports
• Coordinates all accounts payable and payroll functions for Mayor’s Office: point person for vendor research and contract entry with City’s Procurement and Contracting Services Department; generates purchase orders, reviews invoices for appropriate documentation and enters bill rolls for payment; prepares Mayor’s Office weekly payroll for review
• Responsible for all Mayor’s office operational functions, including equipment maintenance and organization of copy areas, kitchen, and supply rooms
• Maintains and organizes office supply stock; monitors inventory and initiates reorders
• Performs other special projects and duties as required.

Education and Experience: Bachelor’s degree and at least five (5) years of related experience is required or any equivalent combination thereof

Knowledge, Abilities, and Skills

Knowledge: Knowledge of executive-level standard office procedures and practices; working knowledge of municipal government, including basic functions of various City departments, executive and legislative branches, and community organizations.

Abilities: Ability to establish and maintain effective and harmonious working relationships with city officials and departments, state agencies and the general public; ability to communicate effectively in written and oral form; ability to establish and maintain complex record keeping systems; ability to operate a telephone and standard office equipment; ability to operate a computer and office software; ability to maintain a positive attitude and use common sense.

Ability to problem solve, pivot, and remain flexible as situations evolve.

Skills: Skill in software…