Executive Assistant to City Manager & Mayor

City of Rock Island; Rock Island (IL); On-site; USD 55,000 - 70,000; Full time

Job summary

City of Rock Island seeks an Executive Secretary to support the City Manager, Mayor and City Council. The role requires discretion, independence, and handling confidential information with broad objectives and limited supervision.

Responsibilities include preparing agendas and packets, managing calendars, taking dictation and minutes, and coordinating with multiple City departments. Strong secretarial background and knowledge of city procedures are essential.

Qualifications

• Two-year college or business school with major course work in secretarial science, business administration, or Public Administration.
• Thorough secretarial or administrative experience at the executive level; or equivalent training/experience.
• Knowledge of business English, grammar, punctuation, and arithmetic.

Responsibilities

• Prepare council meeting agendas, packet information, and coordinate with City Manager and staff for scheduling items and work sessions.
• Perform difficult confidential secretarial services with substantial public contact.
• Maintain daily calendar for City Manager and Mayor; take dictation and minutes; draft letters and distribute materials.

Skills

Executive secretarial

Discretion & confidentiality

Independent worker

Dictation & transcription

Education

Two-year college or business school (secretarial/science)

Tools

Word processing

Spreadsheet

Database management

PowerPoint

Website knowledge

Job description

City of Rock Island seeks an Executive Secretary to support the City Manager, Mayor and City Council. The role requires discretion, independence, and handling confidential information with broad objectives and limited supervision.

Responsibilities include preparing agendas and packets, managing calendars, taking dictation and minutes, and coordinating with multiple City departments. Strong secretarial background and knowledge of city procedures are essential.