Strategic Executive Assistant - Part Time, Travel

City of Omaha, NE; Omaha (NE); On-site; USD 32,000 - 41,000; Part time

Job summary

City of Omaha is seeking a part-time Secretary to perform varied administrative and clerical duties in a fast-paced environment. The role requires independent work, meeting minutes, and strong computer skills, with extensive interactions across staff and visitors.

Qualifications include a high school diploma and at least six years of office administration experience, preferably in hospitality, with the ability to travel if needed and maintain confidentiality.

Qualifications

• High school graduation or its equivalent. Six (6) years of professional experience in office administration, preferably in the hospitality industry.
• Equivalent combination of education and experience.

Responsibilities

• Meets and greets clients and visitors, provides information or supplies, and directs visitors to the conference room or proper staff
• Refers appropriate visitor inquiries to the Visitor Information Center
• Answers incoming calls by answering general questions, directing calls to proper staff or maintaining RSVPs
• Organizes and prioritizes information, including emails, phone calls, mail, and correspondence
• Conducts RSVP calls regarding attendance to meetings and schedules appointments as requested
• Opens and sorts incoming mail, posts outgoing mail, and assists in shipping packages
• Provides operational support, including filing, maintaining calendars, correspondence, report preparation, and completion of special projects
• Drafts, edits, and formats documents, handbooks, policies, memorandums of understanding, and requests for proposals
• Maintains appointment schedule and oversees travel arrangements for staff
• Provides meeting notices and information packets, coordinates venues, and records and distributes minutes for weekly staff meetings and other meetings
• Maintains up-to-date administrative files including contacts, Board of Directors and committee rosters, and City/County elected officials contact lists in CRM database
• Coordinates attendance of elected officials, community leaders, and business leaders at various Omaha Visitors and Convention Bureau events
• Researches public policy, governmental affairs, destination marketing campaigns, destinations, and other information as requested
• Assists in the coordination of recruitment and interviews candidates for OCVB positions
• Establishes and maintains effective business relationships with representatives of Omaha hotels/motels and facilities including composing thank you notes and other follow-up correspondence
• Assists with expense reports and compiles and organizes receipts
• Assists in the development of funding requests and final reports to jurisdictions and funding agencies
• Maintains regular job attendance in accordance with a schedule established for the position by the supervisor
• Performs other related duties as assigned or as the situation dictates within the scope of this classification

Skills

Office administration

Note taking

Transcribing minutes

Computer skills

Written communication

Travel ability

Confidentiality

Time management

Education

High school diploma

Six years of office administration experience

Tools

CRM database

Job description

City of Omaha is seeking a part-time Secretary to perform varied administrative and clerical duties in a fast-paced environment. The role requires independent work, meeting minutes, and strong computer skills, with extensive interactions across staff and visitors.

Qualifications include a high school diploma and at least six years of office administration experience, preferably in hospitality, with the ability to travel if needed and maintain confidentiality.