Executive Assistant to the Mayor

City of Lancaster, Pennsylvania; Lancaster (Lancaster County); On-site; USD 55,000 - 85,000; Full time

Job summary

The City of Lancaster, Pennsylvania, seeks an Executive Assistant to the Mayor to provide high-level administrative and confidential support, manage the Mayor’s schedule, communications, and office functions to enable effective governance and community leadership.

This role requires discretion, independent judgment, and professionalism as you coordinate meetings, travel, and engagements, supervise reception staff, and serve as the primary contact for individuals and organizations engaging with

Qualifications

• High school diploma required.
• Bachelor’s degree in public administration, communication, political science, or related field preferred.
• Minimum of six years of progressively responsible administrative experience supporting senior executives or elected officials; municipal or government experience preferred.

Responsibilities

• Oversees City Hall Reception and supervises Reception employees.
• Serves as the primary point of contact for the Mayor’s Office, reflecting the city’s commitment to customer service.
• Manages the Mayor's calendar, appointments, and schedule, balancing competing priorities and exercising discretion in evaluating and prioritizing requests for the Mayor's time.
• Reviews upcoming commitments and proactively coordinates with the Chief of Staff, Communications Team, department directors, and other staff to ensure the Mayor is appropriately prepared for meetings, events, and public appearances.
• Reviews and sorts incoming correspondence, refers correspondence to respective city staff for reply and resolution and/or prepares replies as needed.
• Prepares briefing materials or context summaries before meetings.
• Coordinates travel arrangements and other logistical requirements associated with the Mayor’s official duties.
• Tracks and manages follow-up items related to meetings, communications, and events.
• Maintains efficient office systems for scheduling, document management, and overall office flow.
• Coordinates appointments to Boards, Commissions, and Authorities, including notifying appointees, maintaining accurate appointment records and the shared tracking spreadsheet, and monitoring appointment terms to notify appropriate department representatives of upcoming reappointments or vacancies.
• Prepares proclamations or recommendations for various groups or individuals.
• Responsible for time and attendance entry for the Mayor's Office staff.
• Maintains adequate inventory of office supplies.
• Participates in the Employee Recognition Committee on behalf of the Mayor.
• After-hours responsiveness when critical matters arise.
• Coordinating urgent meetings, press logistics, or emergency communications prep in collaboration with communications staff and other appropriate departments, staff, etc.
• Provides other administrative support for special initiatives as needed.

Skills

Executive support

Discretion

Communication

Calendar management

Office coordination

Education

Bachelor’s degree in public administration, communication, political science, or related field

High school diploma

Tools

Office 365 (Teams, SharePoint, Outlook, Excel, PowerPoint, Word)

Job description

The Executive Assistant to the Mayor provides high-level administrative and confidential support to the Mayor and ensures the efficient day-to-day operation of the Mayor’s Office. This position manages the Mayor’s schedule, communications, and office functions to enable effective governance, community leadership, and strategic focus on city priorities. The Executive Assistant serves as a key liaison between the Mayor, City departments, elected officials, and community partners.

This position exercises a high degree of discretion, independent judgment, and professionalism in managing the Mayor’s calendar, coordinating communications and engagements, and serving as a primary point of contact for individuals and organizations seeking to engage with the Mayor’s Office.

The Executive Assistant manages access to the Mayor, evaluates and prioritizes requests, responds to routine inquiries on behalf of the Mayor’s Office, and coordinates meetings, events, and public engagements both on and off site. The position also supervises City Hall reception staff and ensures that visitors, residents, city employees, elected officials, and community partners receive professional, responsive, and consistent service.

Success in this position requires exceptional organizational and communication skills, sound judgment, political awareness, strict confidentiality, and the ability to anticipate needs, navigate competing priorities, and represent the Mayor’s Office with tact and professionalism.

• Oversees City Hall Reception and supervises Reception employees.
• Serves as the primary point of contact for the Mayor’s Office, reflecting the city’s commitment to customer service.
• Manages the Mayor's calendar, appointments, and schedule, balancing competing priorities and exercising discretion in evaluating and prioritizing requests for the Mayor's time.
• Reviews upcoming commitments and proactively coordinates with the Chief of Staff, Communications Team, department directors, and other staff to ensure the Mayor is appropriately prepared for meetings, events, and public appearances.
• Reviewsandsortsincomingcorrespondence,referscorrespondencetorespectivecity staffforreplyand resolution and/orprepares repliesas needed.
• Prepares briefing materials or context summaries before meetings.
• Coordinates travel arrangements and other logistical requirements associated with the Mayor’s official duties.
• Tracks and manages follow-up items related to meetings, communications, and events.
• Maintains efficient office systems for scheduling,document management, and overall office flow.
• Coordinates appointments to Boards, Commissions, and Authorities, including notifying appointees, maintaining accurate appointment records and the shared tracking spreadsheet, and monitoring appointment terms to notify appropriate department representatives of upcoming reappointments or vacancies.
• Preparesproclamationsorcommendationsforvariousgroupsorindividuals.
• Responsible fortime and attendanceentry for the Mayor's Office staff.
• Maintainsadequateinventoryofofficesupplies.
• Participates inthe Employee Recognition Committee on behalf of theMayor.
• After-hours responsiveness when critical matters arise.
• Coordinating urgent meetings, press logistics, or emergency communications prep in collaboration with communications staff and other appropriate departments, staff, etc.
• Provides other administrative support for special initiatives as needed.

Education, Training and Experience

• High school diploma required.
• Bachelor’s degree in public administration, communication,politicalscience, or related field preferred.
• Minimum ofsix (6)years of progressively responsible administrative experience supporting senior executives or elected officials; municipal or governmentexperiencepreferred.

Licenses and Certificates

• Possession of a valid Pennsylvania State Driver’s License and acceptable driving record is required.

• In depth understanding of administrative and office management processes serving executive level staff.
• Proficient in Office 365 products (Teams, SharePoint, outlook, Excel, PowerPoint, Word) for efficient communication, collaboration,project management,and data management.
• Strong coordination skills for managing logistics of calendar,meetings, events, and other initiatives
• Keen attention to detail to ensure accuracy.
• Efficient time management skills to prioritize tasks and meet deadlines in a fast-paced environment.
• Clear and effective communication skills.
• Ability to identify challenges, analyzesituations, and proactivelyimplement solutions.
• Ability to adapt to changing priorities, handle multiple tasks, and respond effectively to evolving organization needs.
• Capacity to think strategically and align administrative processes with broader organization goals.
• Supervisory experience in a customer service or similar environment.A customer focused approach in handling external inquiries and ensuring positive interactions with staff and constituents.
• Proactive approach in taking initiative, identifying areas for improvement, and implementing changes without constant supervision.
• Ability to handle crises or unexpected situations calmly and effectively.

Environmental Conditions

• Indoors, Environmentally Controlled.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.?
• Must be able to lift up to 15 pounds at times.

Comments

• This description was prepared to indicate the kinds of activities and levels of work difficulty required of positions in this class. It is not intended as a complete list of specific duties and responsibilities.