Executive Assistant-Office & Project Coordinator

City of Kilgore, Texas; Kilgore (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

City of Kilgore, Texas is seeking an Executive Assistant / Office & Project Coordinator to provide high-level administrative support to the Economic Development Corporation and its directors. The role includes reception duties, board administration, and cross-functional project coordination to ensure timely delivery of proposals, minutes, and reports.

The position demands strong organizational skills, professional communication, and strict confidentiality in a fast-paced local government

Qualifications

• Associate degree preferred.
• 3–5 years of executive administrative, office management, or project coordination experience.
• Economic development, local government, nonprofit, or board administration experience preferred.

Responsibilities

• Provide direct administrative support to the Executive Director and department directors.
• Manage calendars, schedules, meetings, travel arrangements, and executive communications.
• Serve as receptionist and first point of contact for visitors, clients, prospects, and stakeholders.
• Prepare, assemble, package, bind, and distribute recruitment proposals, BRE proposals, presentations, and board packets.
• Coordinate Board of Directors meetings, prepare agendas and meeting packets, record minutes, and maintain official records.

Skills

Executive admin

Office management

Project coordination

Calendar management

Travel arrangements

Meeting minutes

Confidentiality

Written communication

Verbal communication

Customer service

Education

Associate degree preferred

Three to five years executive admin/office management experience

Experience in economic development or local government (preferred)

Tools

Microsoft Office Suite

Job description

Summary/Objective

The Executive Assistant / Office & Project Coordinator serves as the primary administrative professional for the Economic Development Corporation, providing executive-level support to the Executive Director, Director of Business Retention & Expansion, and Director of Marketing & New Industry Recruitment. The position functions as a receptionist, executive assistant, board administrator, project coordinator, meeting planner, compliance support specialist, and stakeholder communications coordinator. This position requires exceptional organizational skills, professional communication abilities, and the ability to maintain strict confidentiality.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions

Competencies

• Provide direct administrative support to the Executive Director and department directors.
• Manage calendars, schedules, meetings, travel arrangements, and executive communications.
• Serve as receptionist and first point of contact for visitors, clients, prospects, and stakeholders.
• Prepare, assemble, package, bind, and distribute recruitment proposals, BRE proposals, presentations, and board packets.
• Coordinate Board of Directors meetings, prepare agendas and meeting packets, record minutes, and maintain official records.
• Coordinate legal notices, board meeting advertisements, public notices, and communications with board members.
• Assist with Type A compliance requirements and maintenance of required records.
• Support incentive agreement compliance by tracking reporting requirements and maintaining documentation.
• Schedule BRE visits, industry meetings, stakeholder meetings, and recruitment activities.
• Coordinate job fairs, industry showcases, mini-trade shows, workforce events, ribbon cuttings, and special events.
• Prepare stakeholder communications with local businesses, investors, elected officials, and community partners.
• Assemble supporting proposal materials including land plats, maps, existing building information, financial statements, business plans, commitment letters, utility information, community profiles, and marketing materials.
• Maintain confidential records and sensitive project information.
• Perform other duties as assigned by the Executive Director.
• Outstanding written, editing, proofreading, and verbal communication skills.
• Ability to interact professionally with CEOs, business owners, site selectors, elected officials, bankers, attorneys, investors, and community leaders.
• Strong organizational and project coordination abilities.
• Excellent customer service and interpersonal skills.
• Ability to manage multiple priorities and deadlines.
• High degree of discretion and confidentiality.
• Proficiency with Microsoft Office Suite and office technology.
• Experience taking accurate meeting minutes and preparing professional documents.

Work Environment

• Work is performed in a standard office environment.
• Subjectto sitting for extended periods oftime,standing, walking, bending, reaching, and liftingofobjects up to20pounds.
• Exposure to computer and computer screen for up to 8 hours or more a day.
• Regular attendancerequired.

Physical Demands

• Lift 25-50 lbs.
• Sit or stand for extended periods of time

Required Education and Experience

• Associate degree preferred
• Three to five years of executive administrative, office management, project coordination, or related experience preferred
• Economic development, local government, nonprofit, or board administration experience preferred

Other Required Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may be assigned at any time with or without notice.