Executive Assistant

City of Fayetteville, North Carolina; Fayetteville (NC); On-site; USD 57,000 - 72,000; Full time

Benefits offered by this job

Health and dental insurance

Paid time off

Benefits package and leave

Job summary

City of Fayetteville is seeking an Executive Assistant in the City Manager’s Office to perform confidential and complex administrative duties. You will act as liaison with department directors, officials, and the public, while supervising administrative staff and managing office operations.

The role includes coordinating budgets, payroll oversight, and preparing various documents. A Bachelor's degree and 3 years of experience are typical qualifications, with benefits including health/dental

Qualifications

• Three years of administrative/office management experience with supervisory duties.
• Bachelor's degree from an accredited college or university in a related field.
• Licensing: None; Preferred notary public and Microsoft certification.

Responsibilities

• Perform executive/administrative functions with discretion for the City Manager’s Office.
• Supervise administrative staff and coordinate training and workloads.
• Prepare reports, budget aids, and confidential documents as needed.
• Coordinate travel, calendars, and office operations for efficiency.

Skills

Office management

Supervisory experience

Administrative support

Keyboarding/Excel/Word/Outlook

Education

Bachelor's degree in Business/Office Management or related field

Tools

Microsoft Excel

Microsoft Word

Outlook

Job description

Description

The City of Fayetteville is currently recruiting for an Executive Assistant in our City Manager’s Office to perform a wide variety of responsible, confidential, and complex administrative and technical duties on a day-to-day basis for the City Manager; to serve as a liaison with department directors, division managers, staff representatives of other organizations, elected and appointed officials, and the public in general; and to serve as the office manager and supervise the administrative employees in the City Manager's Office.

Hiring Range: $56,687 - $72,276/Year D.O.Q.

Essential Duties & Responsibilities

• Perform executive and administrative functions involving a high degree of discretion and exercise of judgment on confidential matters in serving as the Office Manager for the City Manager's Office.
• Exercise initiative and independence in reviewing current procedures and work methods and making changes to streamline the functions of the City Manager's Office and the staff.
• Serve as office manager for by providing direct supervision of administrative staff, managing the assignment of work responsibilities, ensuring coverage for the office, provide/coordinate training, and effectively addressing problems affecting employee/management relations.
• Respond to public requests for information and complaints by determining the nature of the problem, except where technical, legal or administrative complexities require direct involvement of the City Manager; resolve problems by researching, interpreting, and analyzing a variety of complex and varied policies, procedures, and regulations in order to select the most appropriate course of action or referral to the appropriate staff member.
• Interact with other departments and external agencies; assure information that affects other employees or departments is communicated appropriately.
• Serve as budget coordinator by assisting the City Manager and the Assistant City Manager in researching information, gathering cost information, and preparing the department's budget, monitoring the budget, and determining line item transfers.
• Supervise payroll activities for the City Manager's Office and the maintenance of payroll records.
• Compose a variety of documents including general correspondence, reports, memoranda and statistical charts.
• Arrange travel/training registrations and reservations to include preparation of itinerary, expense reports and other related documents.
• Plan, coordinate and schedule the use of city hall facilities for special events, holiday festivities, and other intergovernmental functions.
• Provide administrative, technical and secretarial support to assigned departmental staff, which includes preparation of general correspondence, calendar scheduling, and telephone response.
• Review, research and summarize a variety of fiscal, administrative and departmental information and prepare related reports and correspondence.
• Perform special projects and assignments as requested by the City Manager.

Minimum Qualifications

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience

Three years of increasingly responsible administrative/office management experience, to include working as an Executive or Administrative Assistant with supervisory experience.

Training

Equivalent to a Bachelor's degree from an accredited college or university with course work in Business/Office Management practices or a related field.

Required

LICENSING AND CERTIFICATIONS:

None.

Preferred

Commissioned by the State of North Carolina as a Notary Public; Microsoft certification.

SBI/Fingerprinting Criminal History Record Check Requirement

To comply with Sessions Law 2025-16, applicants offered a position with the City may be subject to a criminal history record check of State and National Repositories of Criminal Histories conducted by the State Bureau of Investigation (SBI) in accordance with G.S. 143B-1209.26. The City may consider the results of these criminal history record checks in its hiring decisions.

From the time of closing, the selection process is anticipated to last approximately 4 - 6 weeks. The process will consist of a panel interview and skills testing including, but not limited to Keyboarding, Intermediate Excel, Intermediate Word, Outlook, and Proofreading with the successful candidate being subject to a pre-employment drug screen, background check, and driving history check.

An Equal Opportunity Employer

Health And Dental Insurance

The City of Fayetteville Employee Healthcare Benefit Plan provides comprehensive and affordable health and dental coverage while maintaining reasonable costs to employees. Coverage is available for all regular status employees scheduled to work 30 hours or more per week. Employees may also choose to cover eligible dependents. The premium is deducted on a pre-tax basis, with the City paying a portion of the premium. Qualifying employees are eligible for benefits on the 1st day of the month following 30 days of service.

Employer Paid Leave

Vacation Leave

Regular employees begin accruing vacation leave the first day of employment. Accruals are based on years of service and the number of hours an employee is scheduled to work.

Sick Leave

Regular employees begin accruing sick leave the first day of employment. Accruals are based on the number of hours scheduled to work; regular full-time employees accrue eight (8) hours per month. Sick leave hours accumulate without limits and may be used toward creditable service upon retirement from the NC Local Governmental Retirement System.

Holidays

The City of Fayetteville observes 12 paid holidays per calendar year. When Christmas day is on a Wednesday, an additional holiday is provided making for 13 paid holidays.

Bereavement

Regular employees are eligible for bereavement leave. The City will authorize 24 hours per calendar year to mourn or attend a funeral or memorial service of a family member.

Retirement

The City of Fayetteville assists employees in securing their financial future during retirement by participating in the NC Local Governmental Employees’ Retirement System, administered by the State of North Carolina. Regular employees scheduled to work 20 hours or more per week become members in the retirement system upon employment. As a member of this system, employees are required to contribute 6% of their gross salary on a tax-deferred basis.

Deferred Compensation Plans

To further assist employees in saving for retirement, the City offers two supplemental retirement savings programs. These programs enable regular full-time, and part-time employees working at least 20 hours per week, an opportunity to save a portion of their salary on a tax-deferred basis to supplement their retirement benefits. These programs are the NC 401(k) plan and NC 457 plan; both administered by Empower. The City currently contributes 4% of base salary to an eligible employee’s NC 401(k) account.

Cafeteria Plan / Supplemental Benefits

• > Flexible Spending Accounts (FSAs) – Healthcare and Dependent Care Reimbursement Accounts (pre-tax)
• > Short-Term and Long-Term Disability Insurance
• > Optional Life & Accidental Death & Dismemberment

Death Benefit

The first year an employee contributes to the retirement system, the City provides a death benefit of $3,000 once the employee is benefits eligible. After one year as a contributing member of the Retirement System, a death benefit is provided by the NC Retirement System that is equal to the highest 12 months’ salary in a row during the 24 months before death, no less than $25,000 and no more than $50,000. There is no cost to the employee for this benefit.

Pay Periods / Deduction For Benefits / Direct Deposit

City employees are paid bi-weekly (every other Friday). Benefit deductions are taken for 24 pay periods of the year. As an added convenience and safety measure, the City requires all new employees to sign up for direct deposit.

Employee Assistance Program

The EAP is available at no cost to all employees and their household members. The EAP provides confidential guidance on legal, financial and personal issues affecting your health, relationships and job.