EXECUTIVE ASSISTANT TO THE CITY MANAGER

City of Maitland; Town of Florida (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

A local government entity in Maitland is seeking an experienced Executive Assistant to support the City Manager. Responsibilities include administrative support, meeting coordination, and correspondence management. Candidates should have a Bachelor’s degree and at least 5 years of relevant experience in a professional environment. This role demands confidentiality, excellent communication skills, and proficiency in Microsoft Office Suite.

Qualifications

• 5+ years of experience in executive support in a professional office environment.
• Knowledge of City regulations, policies, and practices.
• Valid Florida driver's license required.

Responsibilities

• Provide administrative support to the City Manager.
• Coordinate meetings and communications for the City Manager.
• Manage personnel schedules and calendars.

Skills

Communication skills

Time management

Discretion

Confidentiality

Multitasking

Education

Bachelor's Degree in relevant field

Tools

Microsoft Office Suite

Job description

Overview

Job information EXECUTIVE ASSISTANT TO THE CITY MANAGER from the City of Maitland, based in Maitland, FL, United States. Requires a Bachelor Degree. Field: Administrative. This job vacancy is open to job seekers with the specified education level and experience in an administrative role.

ESSENTIAL JOB FUNCTIONS/OTHER JOB FUNCTIONS

• Provides professional administrative and office support to the City Manager and Administrative Office staff in a collaborative manner, enhancing efficiency in daily operations. Work requires confidentiality, discretion, and considerable independence.
• Coordinates meetings for the City Manager and Administrative Office staff with other City personnel, various groups, organizations, and committees.
• Writes, edits, or coordinates the preparation of emails, agenda items, reports, letters, minutes, or other printed material at the direction of the City Manager or designee.
• Coordinates administrative matters; identifies and resolves administrative problems. Performs well while under pressure.
• Assists with responses to inquiries, complaints, and concerns by coordinating with appropriate departments.
• Manages the flow of administrative work, coordinates meetings, schedules appointments and conferences, makes travel arrangements and accommodations, and notifies attendees.
• Manages Administrative Office Personnel schedules and calendars. Communicates updates and changes effectively.
• Assists in the preparation, entering, and monitoring of the Administrative Office budget. Performs minor accounting duties for the Administrative Office and Information Technology Department in compliance with policies.
• Performs special projects as assigned by the City Manager or designee.
• Assists in compiling grant and legislative affairs documents; maintains listing of citywide agreements and expiration dates.
• Organizes and maintains the office filing system. Collaborates to develop and implement new filing systems as needed.
• Supports other team members by cross-training in related roles and provides backup to other related positions.
• Receives incoming verbal or written communication, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Reviews and routes mail. Maintains mailroom supplies and monitors and replenishes postage funds.
• Routinely greets and interacts with the public, internal staff, and elected officials; receives, screens, and routes incoming telephone calls providing prompt and accurate information and assistance as needed/directed.
• Conducts city records research as directed by the City Manager or designee. Communicates with residents regarding general inquiries.
• Collects data and prepares analysis reports as directed by the City Manager or designee.
• Initiates requisitions, processes purchase orders, travel requests and other expenditures; orders and maintains office supplies.
• Prepares and processes time sheets; prepares personnel action forms and other related personnel documents.
• Attends meetings, workshops and other events as directed by the City Manager or designee.
• Serves in a backup role for the Deputy Clerk, which may include providing City Council agenda support, public records requests, meeting preparation, information management, and other related functions.
• Provides backup to other related positions. Attends seminars and workshops related to duties and responsibilities. Performs other duties as assigned.

MINIMUM QUALIFICATIONS/SPECIAL REQUIREMENTS

• Graduation from an accredited college or university with a Bachelor’s Degree in office administration, office management, secretarial science, public administration, or a closely related field.
• Five (5+) or more years of experience in a progressively responsible professional position in executive support in a professional office environment, or an equivalent combination of education, training, and experience.
• Considerable knowledge of City regulations, policies, and practices.
• Proficient in the use of personal computers including Microsoft Office Suite.
• Preference may be given for Certified Administrative Professionals (CAPs) Certification.
• Must possess and maintain a valid Florida driver’s license.
• Must be able to obtain State of Florida Notary Public status.
• Must possess the National Incident Management System (NIMS) IS-700 within 30 days of employment and the ICS-100 within 90 days of employment. Additional NIMS courses may be required.
• Must possess the Cyber Security Awareness Training for State of Florida Employees within 30 days of employment and maintain it annually per state statute 282.318(4)(i).

CRITICAL SKILLS/EXPERTISE

• Ability to handle routine and non-routine matters with professionalism, discretion, and confidentiality.
• Excellent verbal and written communication skills; able to interact effectively with the public and internal customers.
• Strong time-management and multitasking abilities; able to meet deadlines.
• Ability to plan, organize, prioritize, and coordinate work; attention to detail and accuracy.
• Working knowledge of modern office practices, systems, and procedures; proficient in Microsoft Office Suite.
• Ability to work independently, analyze data, and perform administrative decisions.
• Ability to establish and maintain effective relationships across departments, with staff, the public, and elected officials, using diplomacy and confidentiality.
• Knowledge of Florida’s public records and open meeting laws.
• Ability to prepare reports and present ideas clearly and concisely.

Keywords: Maitland jobs

Closed Date: 2025-11-02