Management Support Coordinator - CM

City of Tolleson; Tolleson (AZ); On-site; USD 70,000 - 99,000; Full time

Job summary

The City of Tolleson is seeking a qualified Management Support Coordinator (Executive Administrative Assistant) to provide executive‑level administrative and scheduling support to the City Manager, Deputy City Managers, Public Affairs Director and team.

Responsibilities include managing calendars and meetings; preparing agendas, correspondence, presentations, reports, and briefing materials; coordinating events, onboarding, workspace logistics, and vendors; and supporting procurement, budget

Qualifications

• Bachelor’s degree and two years of directly related experience, or an equivalent combination of education and experience.
• Must possess and maintain a valid Arizona driver’s license.
• Bilingual proficiency in Spanish and English is required.

Responsibilities

• Provides executive-level administrative and scheduling support to the City Manager, Deputy City Managers, Public Affairs Director and team.
• Manages calendars and meetings; prepares agendas, correspondence, presentations, reports, and briefing materials.
• Coordinates events, onboarding, workspace logistics, and vendors; supports procurement, budget tracking, records management and office operations.
• Serves as liaison and welcoming point of contact for City leadership, departments, and external stakeholders while handling confidential information with discretion.
• Manages multiple projects in a fast-paced environment and supports community relations efforts aligned with City goals and Council priorities.

Skills

Calendar management

Communication

Customer service

Multitasking

Time management

Interpersonal skills

Data entry

Budget tracking

Problem solving

Vendor coordination

Education

Bachelor’s degree

Two years related experience or equivalent

Job description

The City of Tolleson is seeking a qualified individual interested in joining our team as Management Support Coordinator (Executive Administrative Assistant). This position provides comprehensive executive-level administrative and scheduling support to the City Manager, Deputy City Managers, Public Affairs Director and team, and other assigned departments. Responsibilities include managing calendars and meetings; preparing agendas, correspondence, presentations, reports, and briefing materials; coordinating events, programs, onboarding, workspace logistics, and vendors; and supporting procurement, budget tracking, records management, and office operations.

The position serves as a professional liaison and welcoming point of contact for City leadership, departments, and external stakeholders while handling sensitive and confidential information with discretion and sound judgment. This role also manages multiple projects in a fast-paced environment and supports community relations efforts aligned with City goals and Council priorities under the direction of the Deputy City Manager/Chief Government Affairs Officer.

Qualifications

Bachelor’s degree and two (2) years of directly related experience, or an equivalent combination of education and experience. Must possess and maintain a valid Arizona driver’s license. Bilingual proficiency in Spanish and English is required.

Knowledge of:

• Intergovernmental affairs
• Customer service principles and practices
• Quality assurance practices
• Cross-functional organizational principles
• Marketing, promotion, and event development principles and practices
• Modern office practices, procedures, and technology

Skills in:

• Navigating intergovernmental politics
• Effective interviewing and listening to understand customer needs
• Providing customer service in person, by email, or over the phone
• Organizing information in a meaningful way
• Managing time effectively
• Applying flexibility
• Multitasking
• Critical thinking
• Implementing investigative techniques (based on assignment)
• Prioritizing work
• Entering data into and maintaining applicable databases and/or automated systems
• Performing routine math calculations
• Utilizing a computer and relevant software applications
• Utilizing communication and interpersonal skills as applied to interactions with coworkers, supervisors, the general public, and others to sufficiently exchange or convey information and to receive work direction

Physical Demands

Positions in this class typically require stooping, kneeling, crouching, standing, walking, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions.

Light: Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly OR requires walking or standing to a significant degree.

Working Conditions are in an office setting. Depending on assignment, some travel may be required.

Full Salary Range for Position: $70,481.78 - $98,674.49 annually

EOE/M/F/D/V/S