Executive Assistant

Gfoat; Irving (TX); On-site; USD 42,622 - 60,077; Full time

Job summary

The City of Irving is seeking a high-visibility administrative professional to support charter departments and liaise with executives, staff, elected officials, and the public. This role requires discretion, strong communication, and the ability to handle sensitive inquiries.

Responsibilities include coordinating executive calendars, scheduling meetings, arranging travel, preparing reports, presentations, packets, and maintaining databases and financial records.

Qualifications

• Bachelor’s degree in Business Administration, Public Relations, or related field; or an Associate degree with two additional years of related experience.
• At least three years of executive-level administrative support experience requiring independent judgment and discretion.
• Excellent written and verbal communication; advanced proficiency with Microsoft Office and strong computer skills.

Responsibilities

• Provide advanced administrative support to City charter departments and liaise with executives, management, elected officials, staff, and the public.
• Coordinate executive calendars, schedule meetings, and arrange travel.
• Prepare correspondence, reports, presentations, informational packets, and other documents; review incoming correspondence and determine action.
• Maintain databases, electronic files, and financial records; support department budgets as needed.
• Coordinate complex meetings and events; manage logistics, site selection, agendas, and program materials.
• Serve as secretary for City meetings as assigned and handle confidential information with discretion.

Skills

Communication skills

Microsoft Office

Computer skills

Multitasking

Education

Bachelor’s degree in Business Administration/Public Relations

Associate degree + 2 years related experience

Job description

This is a high-visibility position with frequent interaction with City officials, employees, and the public, offering opportunities for professional growth and career advancement. Under general direction, provides advanced administrative support to Charter departments while serving as a liaison to executives, senior management, elected officials, City staff, and the public by providing information and responding to sensitive inquiries and complaints. Responsibilities include coordinating executive calendars, scheduling meetings, and arranging travel; preparing correspondence, reports, presentations, informational packets, and other documents; reviewing incoming correspondence and determining appropriate action; maintaining databases, electronic files, and financial records; and performing general administrative and office support duties. Additional responsibilities include coordinating complex meetings and special events, managing logistics such as site selection, website promotion, and preparation of agendas, presentations, and programs; assisting with departmental budget preparation and administration; and serving as secretary for various City meetings as assigned. This position requires the ability to manage multiple priorities in a fast-paced environment, meet strict deadlines, and handle highly confidential information with professionalism and discretion.

PAY GRADE GG21 / FULL PAY RANGE $30.94 – $43.61 PER HOUR ($64,368 – $90,720 ANNUALLY)

A Bachelor’s degree or equivalent from an accredited college or university in Business Administration, Public Relations, or a related field; or an Associate degree in a related field with two additional years of related experience; and at least three years of progressively responsible executive-level administrative support experience requiring independent judgment, discretion, or equivalent transferable skills required. Must possess excellent written and verbal communication skills, advanced proficiency with Microsoft Office applications, and strong computer skills. Bilingual (English/Spanish) skills are beneficial. Work hours are generally 8:00 a.m. to 5:00 p.m., but may vary based on operational needs. A résumé is required with the application.