Administrative Assistant to the Mayor

The City of Coral Gables • City of Coral Gables, FL

1d • Onsite

About The Position

This position performs administrative, secretarial, and clerical work for the Mayor. Performs office management duties and supervises the Commission Liaisons for purposes of payroll. The role involves providing comprehensive administrative and clerical support to the Mayor, serving as a key liaison between the Mayor, City Commissioners, and City management. It also includes supporting the International Affairs Coordinating Council, managing public inquiries, staying informed about city activities and commission agenda items, and overseeing the payroll for Commission Liaisons. Additionally, the position supervises the Intern Program when applicable, handles special projects, researches and analyzes data, and manages the Mayor's schedule, correspondence, and calendar.

Requirements

• High School diploma or equivalent.
• Minimum of five (5) years clerical experience required.

Nice To Haves

• College coursework helpful.
• Administrative or executive secretarial experience preferred.
• Experience working for a municipality preferred.

Responsibilities

• Provides administrative and clerical support to the Mayor.
• Serves as Liaison for the Mayor, City Commissioners and City management.
• Provides administrative support to the International Affairs Coordinating Council.
• Handles calls from the public; provides information and assistance; resolves problems; refers public concerns from the Mayor to Administration.
• Stays apprised of Commission Agenda items and required follow-up action.
• Stays apprised of activities occurring throughout the City.
• Verifies and submits payroll of Commission Liaisons to the City Manager’s Office.
• Supervises Intern Program when applicable.
• Prepares purchase requisitions for the Mayor.
• Handles special projects; conducts research; compiles and analyzes data; studies problems and develop solutions.
• Schedules and makes arrangements for Mayor’s attendance at meetings, conferences, and special events.
• Prepares materials for meetings and public speaking presentations.
• Prepares, maintains, and distributes a variety of reports.
• Maintains records and files.
• Handles Mayor’s mail, e-mail, phone calls, and calendar.
• Provides information as needed.
• Composes and prepares responses to correspondence.
• Performs other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED