Executive Assistant - Administration

Grandview, MO; Grandview (MO); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Employee assistance program

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid time off

Referral program

Vision insurance

Job summary

The City of Grandview is seeking a highly organized, professional Executive Assistant to join our Administration team. This role provides high-level administrative support to the Mayor, City Administrator, and Administration Department, serving as a key communication point between City leadership, departments, officials, stakeholders, and the public.

The ideal candidate thrives in a fast-paced environment, manages competing priorities with sound judgment, and values confidentiality and

Qualifications

• Bachelor's degree as stated; equivalent experience may be considered.
• 2–5 years of experience in administrative or executive support.
• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to interact professionally with elected officials, City leadership, employees, and the public.
• Proficiency with Microsoft Office Suite and scheduling tools.
• Valid driver's license with acceptable driving record.
• Ability to complete background and reference checks.

Responsibilities

• Manage the City Administrator’s calendar and public appearances.
• Coordinate citywide and interdepartmental administrative projects and committees.
• Prepare correspondence, reports, presentations, resolutions, ordinances, meeting materials.
• Monitor and prioritize incoming emails, calls, and correspondence for timely responses.
• Respond professionally to citizen questions, concerns, requests, and complaints.
• Coordinate travel arrangements, lodging, transportation, registrations, and travel materials.
• Assist with departmental purchasing, invoices, financial reports, and budget functions.
• Provide backup support for City Clerk functions and Board of Aldermen sessions.
• Maintain departmental records; assist with events and employee engagement.
• Provide supervision to the Management Intern and handle special projects.

Skills

Strong organizational skills

Time-management

Multitasking

Written and verbal communication

Discretion and confidentiality

Education

Bachelor's degree in Public Administration, Business Administration, Political Science, or related field

Tools

Microsoft Office Suite

Scheduling tools

Job description

The Grandview City Hall/PD/Court parking lot will be closed beginning Wednesday, Sept. 9th. Visitors can park at 1416 Main Street lot or find on-street parking. Handicap spots are marked at the Main Street entrance.

With this being my first official full time job with benefits, it has really turned around my outlook on personal growth and my life has changed so much. I am a real adult with more personal and professional responsibilities than ever before. It’s an adjustment with pros and cons, but a massive improvement overall!

What satisfies me the most in my position here at the city is being able to help both English and Spanish speaking customers. Working for the city has helped me grow by giving me the confidence to get out of my comfort zone and trying new things after being a stay-at-home mom for 15 years.

A team first mentality, I'd say that fits. They really do try and include every department in on, [sic] on-going activities with the city. Not to mention open to listening to concerns that one may have.

Trai Rule , 06/02/2023

I continue to choose Grandview after 8 years because we can see the impact we have on the community directly. There are other larger cities near us that may pay more but it is more difficult to implement change and to have as much of an impact as we are able to here. At Grandview, you are not just a cog in the wheel you are part of the team. I also continue to choose Grandview because leadership recognizes staffs career or educational goals and helps you to get there.

The City of Grandview is seeking a highly organized, professional, and dependable Executive Assistant to join our Administration team.

This position provides high-level administrative support to the Mayor, City Administrator, and Administration Department and plays an important role in keeping City operations organized and moving forward. The Executive Assistant serves as a key point of communication between City leadership, departments, elected officials, community stakeholders, and the public.

The ideal candidate is someone who thrives in a fast-paced environment, can confidently manage competing priorities, exercises sound judgment, and understands the importance of professionalism, discretion, confidentiality, and exceptional customer service.

What You’ll Do

In this role, you will:

• Manage the City Administrator’s calendar, including meetings, appointments, and public appearances.
• Coordinate citywide and interdepartmental administrative projects and committees.
• Prepare correspondence, reports, presentations, resolutions, ordinances, meeting materials, and other documents.
• Monitor and prioritize incoming emails, calls, and correspondence to help ensure timely responses.
• Respond professionally to citizen questions, concerns, requests, and complaints.
• Coordinate travel arrangements, lodging, transportation, registrations, and travel materials for elected officials and City personnel.
• Assist with departmental purchasing, invoices, financial reports, purchasing cards, and budget-related administrative functions.
• Provide backup support for City Clerk functions and periodically attend and train during Board of Aldermen Regular Sessions.
• Maintain departmental records, including leave information, emergency contacts, insurance documentation, and other administrative files.
• Assist with City events and employee engagement initiatives.
• Provide direction and periodic supervision to the Management Intern.
• Perform additional administrative duties and special projects as assigned.

What We’re Looking For

Qualified candidates should have:

• A bachelor’s degree in Public Administration, Business Administration, Political Science, or a closely related field; equivalent experience may be considered.
• 2–5 years of experience in administrative or executive support, or an equivalent combination of education and experience.
• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication skills.
• Strong problem-solving skills and the ability to adapt in a dynamic work environment.
• The ability to interact professionally with elected officials, City leadership, employees, and members of the public.
• The ability to handle sensitive information with discretion and confidentiality.
• Proficiency with Microsoft Office Suite and scheduling tools.
• A valid driver’s license with an acceptable driving record.
• The ability to successfully complete background and reference checks.

Preferred Experience

We’d especially like to hear from candidates who have:

• 3–5 years of municipal government experience.
• 1–2 years of customer service experience.

This position primarily works in an office environment with frequent interaction with City departments and the public. Occasional driving is required for meetings, training, and City events. The position may also be required to attend certain evening, weekend, or holiday meetings and special events.

The City of Grandview is an Equal Opportunity Employer. Reasonable accommodations are available to qualified individuals with disabilities.

Job Type: Full-time

• 401(k)
• 401(k) matching
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Experience:

• Executive administrative support: 1 year (Preferred)