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

City of Austin; Austin (TX); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Low-cost medical

Dental

Vision

Paid leave time

Competitive retirement plan

Training opportunities

Generous leave

Work-life balance programs

Job summary

City of Austin’s City Manager’s Office seeks an experienced administrative professional to provide high-level support to executives, coordinating with City departments, community leaders, and the public.

Under the direction of an Assistant City Manager, you will manage calendars, organize documents, respond to inquiries, handle sensitive issues, and assist with research and data analysis. Bachelor's degree plus four years' experience required; advanced Office skills preferred.

Qualifications

• Bachelor’s degree in Business Administration, Public Administration, or related field plus four years’ experience in administrative or executive assistant capacity.
• Experience may substitute for education up to four years.

Responsibilities

• Provide high-level administrative support to City Management Executives.
• Answer phones, greet visitors, and serve as point of contact providing assistance to customers.
• Facilitate handling of time-sensitive requests such as Public Information Requests (PIRs).
• Organize and maintain files relating to office correspondence, reports, and other pertinent data.
• Maintain calendar; schedule meetings, conferences, and events; plan travel itineraries; and make travel arrangements.
• Prepare memos, letters, meeting materials and other documents.
• Serve as point of contact between the Assistant City Manager, City Council Offices, and departments on day-to-day issues.
• Respond to and assist in the resolution of sensitive inquiries, issues, and complaints from both internal and external sources.
• Conduct research, compile data, and perform data analysis.
• Provide assistance to citizens, prepare CAFs as needed.
• May provide leadership, training, and guidance to others.

Skills

Oral and written communication

Multitasking

Data analysis

Planning and organizing

Electronic scheduling

Interpersonal skills

Education

Bachelor’s degree in Business Administration or Public Administration

4 years of executive/administrative support experience

Tools

Adobe Acrobat

Microsoft Office Suite (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.

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.

Background Investigation

Background Investigation: A Financial Responsibility Background Investigation will be required.

Location and Hours

Location and Hours: City Hall 301 W 2nd Street, Austin, TX 78704 8:00 a.m. – 5:00 p.m. in office Monday – Friday Hours/days may vary due to operational needs.

Assessment

Assessment An assessment(s) may be administered as part of the recruiting process. If you are selected as a top candidate: Verification of your education (which may include high school graduation or GED, undergraduate and/or graduate degrees) will be required. You must provide proof of education from an accredited organization/institution. And are in the military or a veteran, you will need to provide a copy of your DD- 214 prior to confirming a start date.

Benefits

• low-cost medical
• dental
• vision
• paid leave time
• a highly competitive retirement plan
• training opportunities
• generous leave
• work-life balance programs
• extensive benefits
• City of Austin Employees' Retirement System
• public transit and bike-friendly infrastructure
• wellness programs
• on-site fitness centers
• mental health support
• professional development and leadership opportunities
• innovative and sustainable environments that foster collaboration and inspiration

EEO Statement for City of Austin

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk. City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call [phone] or Texas Relay by dialing 7-1-1.

Join the City of Austin Team

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – that anchor our delivery of services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special? Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation. Value and Innovation: Work in an environment where employees are valued and innovation thrives. Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits. Retirement Security: Plan for the future with the City of Austin Employees' Retirement System. Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure. Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support. Career Growth: Advance your skills and expertise with professional development and leadership opportunities. Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration. By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

City of Austin Employment Video