Executive Administrative Assistant

Madison County Commission; Huntsville (AL); On-site; USD 52,000 - 70,000; Full time

Job summary

Madison County Commission is seeking an Executive Administrative Assistant to provide high-level administrative and operational support to the Chairman’s Office in Huntsville, AL. You will manage the Chairman’s calendar, prepare correspondence, and maintain briefing materials, while handling public inquiries and coordinating office operations.

The role requires professionalism, discretion, independent judgment, and the ability to multitask in a fast-paced governmental environment.

Qualifications

• Bachelor’s degree and 5+ years of executive administrative support experience.
• Public sector/governmental experience preferred.
• Ability to handle confidential information and exercise discretion.
• Strong written and verbal communication skills.
• Proficiency with Outlook calendar management and related software.
• Ability to work independently and as part of a team.

Responsibilities

• Provide high-level administrative and operational support to the Chairman’s Office.
• Coordinate administrative functions, scheduling, communications, and office management.
• Maintain and coordinate the Chairman’s executive calendar including meetings and events.
• Prepare official correspondence and review briefing materials for the Chairman’s Office.
• Serve as a point of contact for constituents and the public; route inquiries as needed.
• Assist with office operations such as mail handling, filing, and records management.

Skills

Microsoft Office

Outlook

Communication skills

Discretion

Organizational skills

Teamwork

Education

Bachelor’s degree

5 years experience

Job description

This position provides high-level administrative and operational support to the Chairman’s Office of the Madison County Commission. The Executive Administrative Assistant serves as a key support role responsible for assisting with the daily operations of the Chairman’s Office through coordination of administrative functions, constituent services, scheduling, communications, and office management.

This position assists with delegated responsibilities to support executive-level priorities, public-facing activities, and operational functions of the Chairman’s Office. Work requires professionalism, discretion, independent judgment, and the ability to manage multiple assignments in a fast-paced governmental environment.

Employee must apply sound judgment and initiative in carrying assignments through to completion based upon established procedures, operational standards, and knowledge of County operations.

(All duties listed may not be included in any one position nor does the list include all tasks found in a position of this class.)

Administrative:

• Serves as executive administrative support to the Chairman’s Office to assist in coordinating daily office operations and executive-level functions.
• Maintains and coordinates the Chairman’s executive calendar including scheduling meetings, appointments, conferences, and events; tracking RSVPs; preparing calendar entries with detailed information; coordinating follow-up communications; and distributing calendar invitations through Outlook or other electronic systems.
• Prepares, reviews, and processes retirement letters, support letters, acknowledgements, notifications, and other official correspondence on behalf of the Chairman’s Office.
• Reviews and maintains Chairman briefing materials and related documentation (“Chairman’s Book”) to ensure information is organized, accurate, and current.
• Maintains and updates contact lists, administrative records, operational tracking lists, and related office documentation.

Constituent and Public Relations:

• Serves as a point of contact for the Chairman’s Office by answering telephone calls, greeting visitors, taking messages, responding to inquiries, and routing requests appropriately.
• Assists constituents by documenting concerns, providing general information, and directing individuals to the appropriate County department, elected official, or resource for assistance.
• Maintains professional working relationships with elected officials, County departments, employees, outside agencies, vendors, and the general public.
• Provides backup support to the Commission reception desk as needed to ensure continuity of operations.

Office Operations:

• Receives, reviews, sorts, and processes incoming and outgoing mail and correspondence. Maintains physical and electronic filing systems, records, and administrative documents for the Chairman’s Office.
• Coordinates purchasing, inventory, and restocking of office supplies for the Chairman’s Office, supply areas, conference rooms, and commission chamber.
• Processes invoices, bills, purchase requests, and related administrative documentation as assigned.
• Maintains courthouse bulletin boards and other assigned informational postings.
• Creates and maintains annual filing systems and records retention materials including preparation of files for storage and establishment of new physical and electronic files for each calendar year.

Administrative Coordination:

• Schedules and coordinates meetings, events, conferences, and related activities for the Chairman’s Office. Communicates with participants regarding meeting details, schedules, and logistical information and assists with preparation of meeting materials and arrangements.
• Assists with preparation and coordination of outside funding requests, reports, special projects, and related documentation.
• Assists with planning and coordination of staff functions, employee recognition activities, and other office events as assigned.Works closely to support operational priorities and ensure efficient day-to-day functions of the Chairman’s Office.

General Clerical:

• Performs general clerical and administrative functions including filing, copying, scanning, data entry, document preparation, and maintaining confidential records and information.

Knowledge, Skills and Abilities.

• Demonstrated proficiency in Microsoft Office, Outlook, internet-based applications, and other business-related software programs.
• Thorough knowledge of modern office administrative practices, procedures, systems, and equipment.
• Strong organizational skills with the ability to prioritize, coordinate, and manage multiple assignments and deadlines in a fast-paced environment.
• Ability to communicate effectively both verbally and in writing with elected officials, employees, outside agencies, and the public.
• Ability to exercise discretion, professionalism, and sound judgment in handling confidential and sensitive information.
• Ability to work independently and collaboratively within a team-oriented environment.
• Ability to maintain accurate records and filing systems and coordinate administrative functions with minimal supervision.

Education and Experience.

• Bachelor’s degree preferred in Business Administration, Public Administration, Communications, or a related field and a minimum of five (5) years of progressively responsible administrative support experience, preferably in an executive office or governmental environment; or any equivalent combination of education and experience. Governmental or public sector experience preferred.

Work Schedule

• 8:30 a.m. to 5:00 p.m.
• Some evening meetings or events may be required.

Madison County is an Equal Employment Opportunity Employer that encourages applicants from diverse backgrounds to apply.

Madison County is a drug-free workplace and conducts drug and alcohol testing.