Executive Administrative Specialist

City of Austin; Austin (TX); On-site; USD 35,000 - 40,000; Full time

Job summary

The City of Austin, Emergency Management, is seeking a Temporary Administrative Specialist to provide high‑level administrative support for time‑sensitive operations and executive functions. The role covers calendar management, travel planning, document preparation, and confidential handling of sensitive materials.

You will organize communications, coordinate meetings and training, maintain records, and support data analysis to improve processes.

Qualifications

• Bachelor's degree in Business Administration or related field with four years of professional/administrative experience.
• Experience may substitute for education up to four years.
• Proficiency in Microsoft Office Suite and related software.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication; ability to draft professional correspondence.
• Experience recording meeting minutes and managing interoffice communication.

Responsibilities

• Provides administrative support on highly technical and/or specialized projects.
• Gathers, opens, sorts, reads, prioritizes and routes incoming mail, including faxes and emails.
• Prepares memos, letters and other correspondence using computer, spreadsheets, databases, or presentation software.
• Performs data analysis and recommends policy/administrative improvements.
• Conducts research, compiles data, and prepares documents for consideration.
• Attends meetings, records minutes and distributes meeting notes.
• Maintains calendar, schedules meetings, conferences and events, and plans travel itineraries and arrangements at executive level.
• Manages office supply inventory and ordering; departmental printer management.
• Primary point of contact for employee badge access.
• Oversees scheduling/administrative functions for all departmental training rooms.

Skills

Microsoft Office

Calendar management

Travel arrangements

Executive support

Data analysis

Communication skills

Multitasking

Office administration

Education

Bachelor's degree in Business Administration or Public Administration

Tools

Databases

Job description

The City of Austin, Emergency Management, is seeking a Temporary Administrative Specialist to provide high‑level administrative support for time‑sensitive operations and executive functions. The role covers calendar management, travel planning, document preparation, and confidential handling of sensitive materials.

You will organize communications, coordinate meetings and training, maintain records, and support data analysis to improve processes.