Senior Executive Administrative Specialist

City of Mes; Mesa (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

The City of Mesa is seeking a Senior Administrative Support Assistant to perform highly responsible, complex, non-routine administrative support for a Deputy City Manager and the City Manager's Office. The role involves confidential work, coordinating information, and ensuring smooth operations across departments.

Responsibilities include greeting visitors, managing calls and emails, scheduling meetings, preparing agendas for City Council sessions, maintaining travel calendars, and providing

Qualifications

• Any combination of training, education, and experience equivalent to graduation from high school or GED.
• Extensive (5+ years) experience in a progressively responsible administrative support capacity including: extensive (5+ years) office management experience.
• Proficiency with word processing software applications.
• Experience and/or training in additional computer software applications (example: database management, spreadsheet, desktop publishing, etc.).
• Demonstrated proficiency in transcribing dictation from tape (by assignment).
• Designation as a Certified Professional Secretary or a Certified Administrative Professional by IAAP is an acceptable substitute for all other education and experience.

Responsibilities

• Greeting and directing individuals, answering/responding to incoming calls/emails, gathering information, and directing requests/inquiries to the appropriate staff.
• Scheduling appointments and meetings for a Deputy City Manager, the Governmental Relations Manager, and the Assistant to the City Manager.
• Attending Deputy City Manager staff meetings and assisting with agendas and materials for City Council meetings.
• Maintaining the City Council travel calendar and arranging travel documents and reimbursements.
• Providing administrative support for other staff in the City Manager's Office and backing up the Mayor and City Council staff as needed.
• Committing to teamwork and delivering high-quality administrative support across departments.

Skills

Administrative support

Office management

Word processing

Database management

Spreadsheet

Desktop publishing

Transcribing dictation

Education

High school diploma or GED

IAAP CPA/CPS certification (substitute)

Tools

Database management software

Spreadsheet software

Desktop publishing software

Job description

The City of Mesa is seeking a Senior Administrative Support Assistant to perform highly responsible, complex, non-routine administrative support for a Deputy City Manager and the City Manager's Office. The role involves confidential work, coordinating information, and ensuring smooth operations across departments.

Responsibilities include greeting visitors, managing calls and emails, scheduling meetings, preparing agendas for City Council sessions, maintaining travel calendars, and providing