Executive Assistant (Experienced, Professional)

• Perform a wide variety of responsible, confidential, complex administrative and secretarial duties
• Maintain calendar and schedule appointments for the leaders / management and make travel and meeting arrangements as directed; manage complex, active calendars
• Manages logistics, including arrangement of facilities, AV support and catering as needed for meetings and events.
• Flexible and willing to work an occasional evening or weekend on an as-needed basis.
• Take and respond with impeccable follow up to phone and in-person contacts which include screening inquiries, referring inquiries to appropriate departments, and following up on sensitive citizen complaints and inquiries; work with management staff to investigate and answer complaints and aid in resolving operational and administration problems
• Read, screen and log incoming postal mail, electronic mail, and various requests; determine action required and /or route as appropriate.
• Collect information and prepare agenda materials, attend meetings and take notes of proceedings; prepare minutes; distribute agendas and minutes.
• Assist with a variety of administrative tasks using discretion and independent judgment in accordance with general direction; conduct research and provide recommendation regarding project activity; make meeting and special event arrangements in accordance with established criteria; type drafts of city publications and coordinate the printing of these materials with outside vendors.
• Perform a range of accounting duties in support of the office; assume responsibility for accounting and processing of requisitions and all-expenses for assigned areas including travel expenses, mileage, and credit card usage.
• Write, proofread, and edit a wide variety of comprehensive, complex, and confidential reports, letters, memoranda, and correspondence in accordance with established policy; independently respond to letters and general correspondence of a routine nature.
• Schedule City-hosted events such as conferences, luncheons, and meetings for interagency and/or professional organizations which includes arranging accommodations, invitations, catering, set-ups, speaker arrangements, decorations, and follow-up correspondence.
• General organization of kitchen, conference room, preparation/clean-up for meetings and events.
• Utilize various computer applications and software programs; maintain and generate reports from a database or network system.

• Communicate effectively both verbally and in writing; communicate in person, over the telephone, and in-writing; bi-lingual skills are preferred but not required.
• Perform other duties as assigned.

• Perform responsible and difficult administrative support services involving the use of independent judgment and personal initiative.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Exercise good judgment in determining the routing level or referral appropriate for a variety of phone, in-person, and written contacts.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Exercise tact and discretion when dealing with elected officials, City management, executives of other agencies and businesses, and community leaders.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Manage multiple and rapidly changing priorities to meet the needs and expectations of elected and appointed officials and executives.
• Receive the public in person or over the telephone; apply and explain regulations, policies, and procedures.
• Develop, coordinate, and maintain complex record-keeping systems.
• Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions.
• Work independently in the absence of supervision.
• Develop, implement, and maintain standard filing systems.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, media, or other agencies on sensitive issues in area of responsibility.
• Adapt to changing technologies and learn functionality of new equipment and systems.
• Communicate and facilitate media event coverage and press releases.
• Establish and maintain highly effective working relationships with City executives and managers, elected and appointed officials, committee members, staff, residents, and others encountered in the course of work.
• Use correct English grammar, punctuation, and spelling; bi-lingual skills are highly recommended.
• Understand and follow written and verbal instructions.
• Communicate clearly, concisely, and effectively, both orally and in writing.

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