Mayor’s Office Executive Assistant & Liaison

City of Lancaster, Pennsylvania; Lancaster (Lancaster County); Presencial; USD 55.000 - 85.000; Jornada completa

Descripción de la vacante

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

Formación

• 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.

Responsabilidades

• 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.

Conocimientos

Executive support

Discretion

Communication

Calendar management

Office coordination

Educación

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

High school diploma

Herramientas

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

Descripción del empleo

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