Management Analyst II/Executive Assistant

City of Alexandria; Alexandria (VA); On-site; USD 70,000 - 95,000; Full time

Job summary

City of Alexandria is seeking a Management Analyst II/Executive Assistant to support senior City leadership with executive administrative duties and department functional support. The role handles confidential information, coordinates meetings, manages calendars, and prepares briefing materials for high-level decision-makers.

The position requires a four-year college degree or equivalent experience, mastery of Microsoft Office, and the ability to operate in a fast-paced, on-site environment with

Qualifications

• Requires four-year college degree or equivalent professional experience.
• Demonstrated knowledge of administrative support, management analysis, and handling sensitive information.
• Mastery of Microsoft Office Suite and related office technology; eligible for Virginia Notary Public.

Responsibilities

• Provide high-level administrative support for senior City leadership and departments.
• Manage executive calendars, meetings, and briefing materials.
• Coordinate front-desk operations, visitor handling, mail, and shipments.
• Prepare documents, presentations, and communications with accuracy.
• Perform invoice payments, account reconciliation, and inventory control.
• Support department functions and project data analysis as needed.
• Collaborate with internal and external stakeholders to track projects and dependencies.
• Lead special events planning and coordinate with City Manager's Office staff.

Skills

Executive support

Office management

Calendar management

Communication

Confidentiality

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Management Analyst II/Executive Assistant

A Management Analyst II/Executive Assistant assists city management in improving the efficiency and effectiveness of agency operations through executive administrative support and department functional support. This role serves as the first point of contact for visitors to the office, members of the public, staff from other City departments, and appointed and elected officials. This class is distinguished from the Management Analyst I by the broader scope and complexity of the duties and responsibilities assigned requiring responsible exercise of expertise gained from considerable administrative work experience. Performance of this work requires initiative and the exercise of independent judgment.

The Opportunity

Responsibilities of the Management Analyst II/Executive Assistant include, but are not limited to, the following:

• High-level administrative and office management duties for senior City leadership, which includes complex assignments and the ability to handle sensitive information.
• A fast-paced environment, workflows change and move rapidly, requiring quick adaptation to new circumstances and prioritizing multiple daily tasks and deadlines.
• Executive calendar management and coordination, setting meetings and appointments to balance daily accomplishments and long-term success.
• Efficient time management of the senior leadership team office hours to meet deadlines and complete tasks.
• Ensure that senior leadership is prepared for all events by providing logistical and scheduling support while leading the development and accuracy of briefing material, talking points, etc.
• Tactfully exercise discretion and confidentiality when working with sensitive information and situations.
• Execute meeting coordination and preparation to ensure efficiency and productivity.
• Maintain organization and tracking of multiple projects at a time and provide project status updates as required.
• Provide document preparation and clerical duties for executive files.
• Prepare presentations and other materials for meetings
• Department functional support duties include invoice payments, account reconciliation, and inventory control.
• Develop and maintain a strong working knowledge of City operations and core departmental functions and procedures
• Leverage and integrate tech-forward systems to enhance document management and other departmental functions.
• Partner with fellow City Manager's Office staff to evaluate the efficiency and effectiveness of office operations and provide recommendations to increase productivity and coordination.
• Coordinate with internal and external stakeholders to track ongoing projects and their status, track and mitigate administrative based issues proactively, while serving as the organizational liaison on behalf of senior leadership.
• Provide front-desk coverage by managing a multiline phone system, greeting guests as they enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment.
• Plan, organize, and execute special events hosted by the City Manager's Office.
• Create, proofread, edit, and format a variety of documents, spreadsheets, reports, and presentations, as well as direct the dissemination of internal and external communications with accuracy.
• Manages and implements special projects and various requests, including research and compiling and analyzing data, prepares reports and presentations of analysis and findings.
• Review meeting notes and comments, communicating appropriate follow-up actions, and tracking responses/resolutions.
• Attend meetings as requested by, or on behalf of, senior leadership, communicate appropriate follow-up actions to staff, and ensure timeliness of responses/resolutions.

Essential Knowledge, Skills and Abilities

Demonstrated knowledge of the principles, practices, and theories of advanced administrative support management analysis; ability to develop procedures for administrative improvement; ability to execute directives and develop comprehensive plans from general instructions; demonstrated integrity, and sound decision-making; and ability to establish and maintain effective working relationships with all internal and external stakeholders.

Four-Year College Degree or professional work experience equivalent. Considerable experience in a position involving public administration, program planning and evaluation; and supporting executive and/or senior leadership, and other program/departmental needs; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

The ideal candidate should possess a mastery of the Microsoft Office Suite and related office technology. The candidate should be a Virginia Notary Public or be eligible to obtain a Virginia Notary Public commission. The successful candidate will be someone that possesses excellent organization and communication skills, has demonstrated confidentiality integrity, and is able to keep up with the demands of the executive office. In addition, the successful candidate should possess the drive, initiative and follow through in the context of implementation. A person who can prepare and edit critical documents will do well in this role.

Core operating hours are Monday - Friday, 9 a.m. to 5 p.m. on site. Additional evening and weekend hours may be required. Currently, remote work is not available for this position.