Assistant City Manager Executive Assistant (City Manager's Office)

AustinTexas; Austin (TX); On-site; USD 60,000 - 85,000; Full time

Job summary

AustinTexas is seeking a high-level Administrative Specialist to support City Management Executives in the City Manager's Office. You will manage calendars, coordinate meetings, prepare memos, and serve as a primary contact with departments, community leaders, and the public.

Under the Direction of an Assistant City Manager, you will handle time-sensitive requests, organize files, conduct research, and assist in responding to inquiries while maintaining confidentiality and professionalism in a

Qualifications

• Bachelor's degree in Business Administration, Public Administration, or related field.
• Four (4) years of experience in administrative or executive assistant capacity.

Responsibilities

• Provide high-level administrative support to City Management Executives.
• Answer phones, greet visitors, and serve as contact for customers.

Skills

Oral and written communication

Multitasking

Interpersonal skills

Discretion/confidentiality

Education

Bachelor's degree in Business Administration or Public Administration

Tools

Adobe Acrobat

Microsoft Office (Word, Outlook, OneNote, Teams)

Job description

About This Position

This position provides high-level administrative support to executive leadership in the City Manager's Office.

Job Description

Purpose

Under the Direction of an Assistant City Manager, this position provides high-level administrative support to City Management Executives, communicating with members of City of Austin departments, community leaders, and the public.

Duties, Functions and Responsibilities

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Provides administrative support to an executive in the City Manager's Office.
• Answers phones, greet visitors, and serve as point of contact providing assistance to customers.
• Serves as point of contact and facilitates the handling of time-sensitive requests such as Public Information Requests (PIRs).
• Organizes and maintains files relating to office correspondence, reports, and other pertinent data.
• Maintains calendar; schedules meetings, conferences, and events; plans travel itineraries; and makes travel arrangements.
• Prepares memos, letters, meeting materials and other documents.
• Serves as point of contact between the Assistant City Manager, City Council Offices, and departments on day-to-day issues.
• Responds to and assists in the resolution of sensitive inquiries, issues, and complaints from both internal and external sources.
• Conducts research, compiles data, and performs data analysis. Serves as point of contact in providing assistance to citizens, prepares CAFs (Citizen Action Forms) as needed.

Responsibilities - Supervisor and/or Leadership Exercised

May provide leadership, training, and guidance to others.

Knowledge, Skills, and Abilities

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of the functions and organization of municipal government, including relationships between departments, divisions, and agencies.
• Knowledge of applicable processes, techniques, and methods.
• Knowledge of Federal, State, and Local laws.
• Knowledge of City practice, policy, and procedures.
• Skill in oral and written communication.
• Skill in handling multiple tasks and prioritizing.
• Skill in using computers and related software applications.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Ability to utilize electronic scheduling system.
• Ability to gather information from individuals to support the needs of staff.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain good working relationships with other City employees and the public.
• Ability to exercise discretion in confidential matters.
• Ability to lead and train others.

Minimum Qualifications

Graduation with a Bachelor's degree from an accredited college or university with major coursework in Business Administration, Public Administration, or a related field, plus four (4) years of experience in an administrative or executive assistant capacity.

Experience may substitute for the education up to the maximum of four (4) years.

Licenses and Certifications Required

None.

Preferred Qualifications

• Experience working with department/divisions to resolve sensitive issues and conflicts.
• Advanced experience working with Adobe Acrobat, Microsoft Office Suite, especially, Word, Outlook, OneNote, and Teams, to include experience maintaining executive calendars & reserving meeting spaces in Outlook.
• Record keeping and file maintenance experience.
• Experience working with diverse populations and communities, including interacting with individuals of diverse social, cultural, economic and educational backgrounds.
• Experience supporting two or more executives simultaneously.