Management Support Coordinator - CM

CITY OF TOLLESON in; Tolleson (AZ); On-site; USD 70,000 - 99,000; Full time

Job summary

The City of Tolleson is seeking a qualified individual for the role of Management Support Coordinator (Executive Administrative Assistant). This position provides executive-level administrative and scheduling support to the City Manager, Deputy City Managers, Public Affairs Director and team, and other departments.

Responsibilities include managing calendars, preparing agendas and materials, coordinating events, onboarding, workspace logistics, and supporting procurement, budget tracking,

Qualifications

• Bachelor's degree and two years of related experience or equivalent mix of education and experience.
• Valid Arizona driver's license required.
• Bilingual Spanish and English proficiency required.

Responsibilities

• Manage calendars and meetings for City leadership.
• Prepare agendas, correspondence, presentations, reports, and briefing materials.
• Coordinate events, onboarding, workspace logistics, and vendors.
• Support procurement, budget tracking, records management and office operations.
• Serve as liaison to city leadership, departments, and external stakeholders.

Skills

Intergovernmental diplomacy

Interviewing and listening

Customer service

Data entry and databases

Time management

Multitasking

Communication and interpersonal skills

Decision making and discretion

Prioritizing work

Office software proficiency

Education

Bachelor's degree or equivalent experience

Job description

Management Support Coordinator (Executive Administrative Assistant)

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

• 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

Salary Minimum: 70481.78Salary Maximum: 72800

Additional Application Information

It is important that your application shows all relevant work experience and education. Work experience must be noted on the application. Applicants maybe rejected if not fullycomplete.Your resume maynot be substituted as an application.

Applicants may request a reasonable accommodation, if needed, by contacting Human Resources at 623-474-4989.

EOE/M/F/D/V/S