Administrative Assistant to the Mayor

City of Coral Gables; Coral Gables (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

City of Coral Gables seeks an experienced administrative/secretarial professional to support the Mayor with clerical tasks and executive coordination. The role involves acting as the Mayor’s liaison, managing communications, scheduling meetings and events, and handling city records.

Ideal candidates will have a high school diploma or equivalent, with a preference for an associate’s degree and at least five years of clerical or secretarial experience.

Qualifications

• Requires high school diploma or equivalent.
• Associate’s degree preferred.
• Administrative or executive secretarial experience preferred; minimum of five years clerical experience.

Responsibilities

• Provide administrative and clerical support to the Mayor.
• Serve as liaison for the Mayor.
• Schedule and arrange Mayor's meetings, events and travel.
• Manage Mayor's mail, e‑mail, phone calls and calendar.
• Prepare purchase requisitions.
• Handle special projects; conduct research; analyze data.
• Maintain records and files.
• Assist Citizens Advisory Council and HOA Board.

Skills

Administrative experience

Secretarial experience

Clerical experience

Communication skills

Education

High School diploma or equivalent

Associate’s Degree preferred

Job description

Performs administrative, secretarial and clerical work for the Mayor.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

Provides administrative and clerical support to the Mayor. Serves as Liaison for the Mayor.

Provides administrative support to the Mayor’s Citizens Advisory Council and the Waterfront Communities HOA Board.

Handles calls from the public; provides information and assistance; resolves problems; refers public concerns from the Mayor to Administration.

Stays apprised of Commission Agenda items and required follow-up action. Stays apprised of activities occurring throughout the City.

Prepares purchase requisitions for the Mayor.

Handles special projects; conducts research; compiles and analyzes data; studies problems and develop solutions.

Schedules and makes arrangements for Mayor’s attendance at meetings, conferences and special events. Maintain records and files.

Handles Mayor’s mail, e-mail, phone calls and calendar. Provides information as needed.

Performs Other Related Tasks As Required.

High School diploma or equivalent.

Associate’s Degree preferred.

Administrative or executive secretarial experience preferred; minimum of five (5) years clerical experience required.