Executive Assistant to the City Manager's Office

City of Louisville; Louisville (KY); On-site; USD 71,000 - 84,000; Full time

Job summary

An established industry player is seeking a highly organized Executive Assistant to support its City Manager's Office. This role offers the opportunity to thrive in a dynamic environment, providing high-level administrative support and managing various inquiries. The ideal candidate will possess excellent problem-solving abilities and interpersonal skills, ensuring effective communication across departments. This position involves not only traditional office management but also engaging in policy research and drafting important documents. Join a dedicated team committed to public service and make a meaningful impact in the community.

Qualifications

• Four years of experience in an administrative role at a high performance level.
• Strong knowledge of City Manager's Office functions and roles.
• Ability to manage multiple priorities effectively.

Responsibilities

• Coordinate administrative operations and manage day-to-day office functions.
• Prepare reports, manage correspondence, and maintain records.
• Assist with scheduling appointments and agenda preparation.

Skills

Organizational Skills

Problem-Solving Abilities

Communication Skills

Microsoft Office Suite

Time Management

Interpersonal Skills

Education

High School Diploma

Two Years of College Training

Four Years of Experience as Administrative Assistant

Tools

Microsoft Word

Microsoft Excel

Microsoft Teams

Microsoft Outlook

Microsoft PowerPoint

Job description

The City of Louisville is now actively seeking a highly organized and dynamic Executive Assistant to support our City Manager's Office. We are looking for a results-driven, enthusiastic, proactive professional with a passion for public service. The Executive Assistant is a valued team member and will work in a dynamic environment with rapidly changing priorities requiring quick response time and flexibility. This role goes beyond traditional Office Management. The Executive Assistant provides high-level administrative and clerical support to assist in carrying out all the duties and activities of the City Manager's Office and supports multiple professional staff members. Additionally, this role supports the City Council and Community of Louisville by managing and responding to inquiries, performing policy research, drafting documents and handling a variety of administrative functions.

Key responsibilities include:

• Coordinating administrative operations and managing day-to-day office functions
• Preparing and compiling reports, managing correspondence, and maintaining records
• Scheduling appointments and assisting with agenda preparation
• Attesting contracts, bonds, and legal documents (notary certification needed)
• Ensuring appropriate approvals for financial and procurement documents
• Supporting procurement for multiple departments
  
• Taking minutes for City Council Committees
• Conducting policy research and drafting documentation
  
• Responding to internal and external inquiries with professionalism and discretion

The ideal candidate will demonstrate independent judgment, strong problem-solving abilities, and the flexibility to thrive in a fast-paced environment with shifting priorities. This role requires a high level of professionalism, discretion, diplomacy, and excellent interpersonal skills.

Hiring Range: $71,115- $83,553 Depending On Experience

Please note: This is a critical/essential position and may require availability during emergencies or disasters, which could include working overtime or adjusting your normal schedule to meet organizational needs.

• Act as primary point of contact for all inquiries to City Manager’s Office, and general inquiry locations, responding to routine inquiries and coordinating responses to more complex issues
• Must have ability to develop strong relationships across the organization ensuring successful internal coordination and communication
• Schedule appointments, arrange for meetings/ceremonial functions/travel, prepare reconciliation upon completion of trip
• Handle routine administrative duties for the City Manager, Deputy City Manager, elected and appointed officials
• Handle correspondence and confidential materials and legal documents with discretion
• Maintain records and files
• Assist with calendar management for City Manager and Deputy City Manager
• Assist with review and approvals of financial documents including requisitions, invoices, bills, and contractual agreements for multiple departments
• Attend meetings to prepare minutes and summaries as needed, including council committee meetings
• Provide City Council notification, coordination, and support regarding meetings, City events, conferences, and other matters related to Council engagement
• Assist with special projects and assignments for the City Manager’s Office as needed
• Manage and coordinate citywide memberships
• Coordinate set-up of meeting rooms, arrange catering and refreshments as needed
• Provide ongoing, courteous, tactful, and respectful internal and external customer service
• Report to work on time and maintain regular and punctual office hours Monday through Friday as well as for evening meetings/events as needed, which may occur outside of office hours
• Prepare letters, correspondence, reports, marketing materials, and other items as directed
• General City Hall support including ordering of kitchen supplies and coordination of art
• Maintain the City Manager’s Office website pages
• Draft City proclamations and recognitions
• Research, summarize, and prepare policy recommendations
• May serve as backup for the Deputy City Clerk, including for City Council Meetings
• Maintain effective and efficient operations within the office, including ordering/stocking supplies and coordination with IT regarding CMO equipment functionality
• Other duties as required

Education, Training and Experience

• Four (4) years' experience as an administrative assistant or executive assistant position at the highest performance level.
• Minimum two (2) years of college training and one (1) year municipal experience preferred.
• An equivalent combination of education, training, and experience may be considered.
• High School diploma or equivalent supplemented by specialized training in administrative professional or office professional services.

Knowledge, Skills and Abilities:

• Considerable knowledge of the duties and functions of a City Manager's Office, and the functions and roles of the Mayor and City Council.
• Excellent organizational and time management skills.
• Skilled in verbal and written communication.
• Able to work effectively with elected officials, department directors, representatives of other agencies, City employees, and the general public.
• High-level knowledge and skill in the use of a personal computer and various Microsoft Office applications including Word, Excel, Teams, Outlook, PowerPoint.
• Ability to exercise independent judgment, problem solving skills, and sensitivity on complex and confidential administrative, technical, and secretarial tasks.
• Ability to conduct research, compose effective and accurate correspondence, and to deal with non-routine matters without assistance from a supervisor.
• Ability to respond quickly and efficiently to changes in priorities and associated deadlines/schedules.
• Skill, ability, and attitude to maintain a well-organized office and promote a team environment.
• Ability to problem-solve in difficult situations and maintain a positive attitude.

Special License, Registration or Certificate Required:

• Must be licensed as a notary public or able to obtain such license within the first six (6) months of employment (City pays for this).
• Must have a valid driver's license in good standing with no major violations in the past 3 years; must maintain good standing through employment.

Physical Requirements of the Job:
The employee is required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talks and hears. The employee is required to walk, reach with hands and arms, lift and/or carry up to 40 pounds, and drive a car. Specific vision abilities required for this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:
Indoor office environment with occasional driving is required for this position. The noise level in the work environment is usually low to moderate. This position requires attendance at some regular and special City Council and other outside agency meetings which includes some evening meetings.

FLSA Status: Non-Exempt position.

The City of Louisville offers Equal Opportunity for employment and advancement to all qualified applicants and employees. It is the city's policy not to discriminate on the basis of race, religion, creed, sex, age, national origin, ancestry or disability unless related to a bona fide occupation qualification. This policy applies to all aspects of employment and the provision of the municipal services. The Human Resources Director has been designated as the compliance coordinator for persons with disability seeking employment and will provide reasonable accommodations for testing and employment to qualified applicants.