Executive Assistant - City Manager

Paycom; Mableton (GA); On-site; USD 52,000 - 70,000; Full time

Job summary

City of Mableton seeks an Executive Assistant to support the City Manager by handling executive secretarial, administrative, and office management duties. The role involves coordinating meetings, travel, and communications with citizens and stakeholders while maintaining strict confidentiality.

Responsibilities include taking minutes, facilitating meetings, and ensuring smooth operations within the City Manager Office.

Qualifications

• Associates Degree in Business or related field required.
• Minimum 5 years of relative experience in a similar role.
• Proficiency in Google Suite products (Gmail, Docs, Sheets, Drive).
• Proven ability to maintain high confidentiality and discretion.
• Strong written and verbal communication with interpersonal skills.

Responsibilities

• Provide executive secretary, administrative, legislative, technical and office management support to the City Manager.
• Schedule appointments, meetings, and travel arrangements for the City Manager.
• Respond to inquiries from citizens and stakeholders with courtesy and accuracy.
• Screen and route calls, letters, and emails as appropriate.
• Maintain confidentiality and discreet handling of sensitive information.

Skills

Google Suite

Strong communication

Interpersonal skills

Problem solving

Education

Associate Degree in Business or related field

Bachelor’s Degree preferred

Job description

Job Location

City of Mableton - MABLETON, GA 30126

Position Type

Full Time

Education Level

2 Year Degree

Position Summary

Under the direction of the Administrative Supervisor, the executive assistant is Responsible for supporting and assisting the City Manager by performing executive secretary, administrative, legislative, technical and office management functions. Assists the City Manager on a variety of initiatives, projects, events, legislative priorities, and issues including researching and responding to questions from citizens and stakeholders. Responsibilities include but are not limited to acting as liaison with local, state, and federal agencies while fostering close working relationships with the City Manager, City Council, department heads and staff. Works independently and establishes office procedures and work routines. This position requires a high degree of confidentiality and discretion in a publicly sensitive environment.

Essential Duties and Responsibilities

• Provides executive secretary, administrative, legislative, technical and office management support to the City Manager.
• Schedules the City Manager appointments, meetings, and appearances, maintaining a disciplined, organized schedule. Arrange the City Manager travel itinerary, reservations, security, and all logistical details working.
• Receives and responds to a variety of inquiries, concerns and complaints from citizens and stakeholders.
• Screens and transfers calls, letters, and email as appropriate.
• Assists in the resolution of problems and concerns through explanation of City or departmental practices and policies.
• As a representative of the City Manager, interacts with the public, always using courtesy, tact, and discretion.
• Works collaboratively and maintains effective communications with the City Manager and City staff, aiding as appropriate.
• Protects sensitive and confidential information requiring a high degree of discretion.
• P-card reconciliation
• Taking Meeting Minutes and making summaries of action items
• Facilitating key meetings in the absence of the City Manager
• Being flexible with time and scheduling
• Ordering of Office Supplies for City Manager and Office
• Mail pickup and distribution
• Supports City Manager run boards and commission meetings
• Supports City Manager/ City Manager Office at City Events
• Performs related duties as assigned

Additional Duties and Responsibilities

The duties listed are typical for this classification; however, incumbents may not perform all listed tasks and may be required to perform additional or different duties as needed to address business needs and evolving practices. Job specifications outline the minimum qualifications necessary for entry into the position but do not necessarily reflect the qualifications of current incumbents.

Minimum Qualifications

• Associates Degree in Business or a related field
• 5 years of relative experience
• Proficiency in Google Suite products
• Proven ability to maintain a high level of confidentiality and discretion.
• Strong written and verbal communication.
• Interpersonal skills and the ability to build relationships with citizens, stakeholders, including staff, council members, and external customers.
• Proactive approach to problem-solving.
• Highly resourceful team player and ability to be effective independently.
• Demonstrated ability to achieve high performance goals and meet deadlines.
• Strong organizational skills that reflect the ability to perform multiple tasks with excellent attention to detail.
• Community oriented.

Preferred Qualifications

• Bachelors Degree in Business or a relative field

Knowledge, Skills, and Abilities

• Good organizational, management, human relations, and technical skills.
• Use of computers.
• Management and administrative practices, policies and procedures as necessary in the completion of daily responsibilities.
• Knowledge of all applicable laws, ordinances, policies, standards and regulations pertaining to the specific duties and responsibilities of the job.
• Communicating and interacting with subordinates, elected officials, management, employees, members of the public and any other groups involved in the activities of the City.
• Keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to operations and activities.
• Prioritizes and plans work activities and use time efficiently
• Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance
• Interact and communicate clearly with coworkers, citizens and vendors in a courteous, friendly matter
• Manages difficult situations, responds promptly to needs, solicits consultant feedback to improve service, responds to requests for service and assistance and meets commitments
• Exhibits tact, consideration, and patience in difficult situations
• Approaches sudden, unexpected challenges effectively with confidence
• Punctuality follows instructions, responds to management direction and solicits feedback to improve performance
• Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Uses reason.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Organizes or schedules other tasks; Develops realistic action plans.
• Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds well to questions; Demonstrates presentation skills; Participates in meetings.
• Written Communication - Writes clearly and concisely; Edits work; Presents numerical data effectively; Able to read and interpret written information.
• Skilled in effectively communicating and interacting with elected officials, employees, members of the general public and other groups involved in the activities of the City, both orally and in writing.

Working Conditions

Physical

Visual acuity in both eyes, normal color vision, good accommodation and no field deficits; hear in-person, radio and telephone conversations; recognize differences or changes in sound patterns, loudness or pitch; speak audibly and clearly; identify and distinguish smells of different materials; sit or stand for prolonged periods; walk, run, kneel, stoop, crawl and crouch; make precise and coordinated finger, hand and limb movements; maintain uniform, controlled hand-arm posture or movement; lift and carry boxes of evidence and/or supplies (average 50 pounds).

Repetitive Motion

Substantial movements (motions) of the wrist, hands, and/or fingers.

Speaking

Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

Visual Acuity

Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

Vision

See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing

Hear in the normal audio range with or without correction.