Executive Assistant I - Council

City of Cleveland; Brookville (OH); On-site; USD 64,000 - 75,000; Full time

Job summary

City of Cleveland seeks an Executive Assistant to Ward 1, providing administrative, constituent, and research support to the Ward 1 Councilmember. The role manages schedules, coordinates meetings, and serves as a primary contact for residents and city departments.

Independent work, multitasking, and discretion are essential as you assist with letters, reports, and grant opportunities to advance Ward 1 initiatives.

Qualifications

• Bachelor’s degree required in Business Administration, Public Administration, or related field.
• Four years of full-time experience in office administration or executive support in government or private sector.
• Advanced proficiency with Word, Excel, PowerPoint, Outlook and calendar/file-management systems.

Responsibilities

• Manage the Councilmember's daily schedule, meetings, correspondence, and travel arrangements.
• Serve as primary contact for Ward 1 residents; document concerns and route to City departments.
• Engage with residents, block clubs, organizations, and businesses; report on concerns.
• Coordinate Ward 1 meetings, prepare materials, and take notes as needed; follow up on actions.
• Communicate with City departments and agencies regarding Ward-related issues.
• Research issues, draft letters, memoranda, reports, and presentations.
• Identify grant opportunities and assist with grant writing and deadlines.
• Support Ward 1 projects by coordinating with stakeholders and tracking tasks.
• Maintain organized records for constituents, projects, and finances.
• Handle confidential matters with discretion and professionalism.

Skills

Organizational skills

Written communication

Verbal communication

Interpersonal skills

Customer service

Discretion

Prioritization

Education

Bachelor's degree in Business Administration or Public Administration

Tools

Microsoft Office Suite

Job description

Executive Assistant - Ward 1

Work Location: Ward 1, with periodic work at Cleveland City Hall as required

Reports To: Ward 1 Councilmember

The Executive Assistant provides administrative, operational, constituent, research, and office support to the Ward 1 Councilmember. The position assists with the daily operation of the Council office and serves as a key point of contact between the Councilmember, Ward 1 residents, City departments, community organizations, businesses, and other neighborhood stakeholders. The Executive Assistant is expected to work independently, manage multiple priorities, provide responsive constituent service, and support the Councilmember's work throughout Ward 1.

Duties & Responsibilities

• Manage the Councilmember's daily schedule and office operations, including appointments, meetings, telephone calls, correspondence, mail, records, office supplies, travel arrangements, expense reports, and other administrative matters.
• Serve as a primary contact for Ward 1 residents by responding to calls, emails, and requests for assistance; documenting constituent concerns; referring issues to the appropriate City department or agency; and following up on matters as needed.
• Work directly within Ward 1 to maintain relationships with residents, block clubs, community organizations, businesses, and neighborhood stakeholders and keep the Councilmember informed of concerns and issues affecting the Ward.
• Coordinate and attend Ward 1 meetings, community events, and neighborhood activities, including scheduling locations, preparing meeting materials, communicating with participants, taking notes when needed, and following up on action items.
• Communicate and coordinate with City departments and outside agencies regarding constituent concerns involving City services, neighborhood conditions, community projects, and other Ward-related matters.
• Research issues affecting Ward 1 and gather information requested by the Councilmember and assist with preparing letters, memoranda, reports, presentations, meeting materials, and other correspondence.
• Research grant and funding opportunities that may support Ward 1 programs, neighborhood projects, or community initiatives, and assist with grant writing, applications, supporting documentation, deadlines, and required follow-up.
• Assist with Ward 1 projects and initiatives by coordinating with residents, City departments, community organizations, and other partners; maintaining project information; and tracking assignments and deadlines.
• Maintain organized electronic and physical records for constituent matters, correspondence, projects, meetings, financial documentation, and other Council office business.
• Handle confidential and sensitive matters involving constituents, personnel, finances, and Council business with professionalism, discretion, and sound judgment.
• Perform other related duties as assigned by the Councilmember
  

• Bachelor's degree from an accredited four-year college or university in Business Administration, Public Administration, or a closely related field.
• Four years of full-time paid experience in office administration, executive administrative support, or a related administrative role in government or private industry. Equivalent combinations of education, training, and experience may be considered.
• Advanced proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook, as well as electronic calendars and file-management systems.
• Strong organizational, written, verbal, interpersonal, and customer-service skills.
• Ability to independently prioritize and coordinate multiple assignments, projects, and deadlines.
• Ability to handle confidential and sensitive information with discretion.
• Valid State of Ohio Driver's License.
• Knowledge of grant research and grant writing.
• Knowledge of municipal government, community engagement, constituent services, or public policy preferred
  

Work Location & Schedule

This position requires regular work within Ward 1, including direct interaction with Ward 1 residents, businesses, community organizations, block clubs, and neighborhood groups. The Executive Assistant will also be required to work periodically at Cleveland City Hall for meetings, administrative responsibilities, training, and other Council business. Attendance at evening community meetings, neighborhood events, or other activities may be required based on the needs of the Councilmember and Ward 1.