Assistant Administrator

City of Cleveland, OH; Cleveland (OH); On-site; USD 42,000 - 56,000; Full time

Job summary

City of Cleveland, Ohio is seeking a full-time Assistant Administrator to support the Interim Director of the Mayor’s Office of Prevention, Intervention and Opportunity and the Chief of Community Services. Responsibilities include scheduling, meeting and travel preparation, and backup for fiscal tasks.

The role tracks projects and supports communications and outreach while handling confidential information.

Qualifications

• Bachelor’s Degree in Business Administration, Public Administration, or closely related field preferred.
• Four years of full-time paid experience in office administration or similar role in government or private industry required.
• Any equivalent combination of education, training, and experience may substitute for the required experience on a year-for-year basis.
• Advanced proficiency in office software and systems (Microsoft Office Suite: Word, Excel, PowerPoint, Outlook).
• Demonstrated ability to prepare complex reports, correspondence, and presentations.
• Strong organizational, written, and verbal communication skills with attention to detail and confidentiality.
• Ability to exercise independent judgment, prioritize assignments, and coordinate multiple tasks or projects.

Responsibilities

• Organize in-person and virtual meetings and convenings.
• Manage event logistics and staff to ensure smooth operations and positive attendee experiences.
• Prepare and distribute meeting materials, create surveys, and manage responses.
• Operate online project management systems for programs and partnerships.
• Draft communications and marketing materials.
• Coordinate travel plans with the Fiscal Manager.
• Collaborate with finance and operations teams and with aging and community relations counterparts.

Skills

Office software proficiency

Complex reports/ presentations

Organizational skills

Independent judgment

Communication skills

Education

Bachelor’s degree in Business/ Public Admin

Tools

Microsoft Office Suite

Job description

Assistant Administrator

Mayor’s Office of Prevention, Intervention and Opportunity

The City of Cleveland is seeking a FT employee to provide administrative support to the Interim Director of the Mayor’s Office of Prevention, Intervention and Opportunity and the Chief of Community Services. Duties will include scheduling; preparation for meetings, events and travel; provide back-up for the Fiscal Manager, and additional project support. The additional support will include, but will not be limited to, program research and coordination, communications and marketing support.

This position will be a direct report to the Interim Director of the Mayor’s Office of Prevention, Intervention and Opportunity.

Under general direction, provides advanced administrative and operational support to executive or senior-level leadership. Prepares complex correspondence, reports, presentations, and confidential documents. Coordinates and manages schedules, meetings, and high-level communications. Serves as a liaison between leadership, staff, departments, and external stakeholders. Assists in tracking projects, initiatives, and departmental priorities. Reviews, compiles, and analyzes information to support decision-making. Exercises independent judgment in handling sensitive and confidential matters. Utilizes various systems and software to support departmental operations. Performs related duties as required. This classification does not include supervisory or managerial responsibilities.

Qualifications

• Bachelor’s Degree in Business Administration, Public Administration, or closely related field preferred.
• Four years of full-time paid experience in office administration, executive administrative support, or related administrative role in government or private industry required.
• Any equivalent combination of education, training, and experience may substitute for the required experience on a year-for-year basis.
• Advanced proficiency in office software and systems (e.g., Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook).
• Demonstrated ability to prepare complex reports, correspondence, and presentations.
• Strong organizational, written, and verbal communication skills with attention to detail and the ability to handle confidential and sensitive information.
• Ability to exercise independent judgment, prioritize assignments, and coordinate multiple tasks or projects.

Additional Duties

Under administrative direction, performs major daily and project/program based administrative duties. Recommends and administers divisional/departmental policies and procedures. Prepares regular and special reports related to divisional/departmental operations. Serves as back-up for the Fiscal Manager for payroll and purchasing tasks. Performs other job-related duties as required.

Essential Duties and Job Functions

• Organize in-person and virtual meetings and convenings.
• Manage event “day of” logistics and staff to ensure smooth running operations and positive attendee experiences.
• Manage the preparation and distribution of materials for meetings and events, including survey development and managing responses.
• Manage online organization systems for projects and partnerships.

• Arrange all pre-meeting and event activities and quality checks.
• Develop and track special project plans.
• Draft communications and marketing materials.
• Organize travel plans and arrangements in collaboration with Fiscal Manager.
• Work in coordination with finance and operations teams.
• Work in coordination with counterparts in the Department of Aging and the Community Relations Board.

Requirements

• 3 – 5 years of administrative support or project management and related experience.
• Ability to maintain high levels of confidentiality.
• Knowledge of government or large organization culture.
• Willingness to learn about education and youth development practices and services.
• Strong written and oral communication abilities.
• Ability to build, sustain, and strengthen relationships with a broad range of stakeholders.
• Keen ability to maintain neutrality with stakeholders and community partners.
• Proven ability to solve problems creatively.
• Strong familiarity with project management software tools, methodologies, and best practices.
• Experience seeing projects through the full life cycle.
• Excellent analytical skills.
• Strong interpersonal skills and extremely resourceful.
• Proven ability to complete projects according to outlined scope, budget, and timeline.

A successful candidate will have these essential skills

• Highly organized.
• Ability to support multiple team members with different work styles.
• Self-starter.
• Ability to execute and formulate detailed plans.
• Aligned vision for making Cleveland a place where all people can thrive.

https://www.clevelandohio.gov/city-hall/departments/human-resources/total-rewards

The City's guiding principles are as follows: Placing Clevelanders at the Center, Empowering Employees to Do Purposeful Work, Defining Clear and Pragmatic Objectives, Leading with Trust and Transparency, Striving for Equity in All We Do, and Embracing Change. All City employees are responsible for embracing and carrying out these principles in all that they do.