Assistant City Manager Executive Assistant (City Manager's Office)

City of Austin • Austin, TX

3d • $26 - $31 • Onsite

About The Position

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – anchors in delivering services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee. This position will provide executive-level administrative support to the Chief Financial Officer and the Director of Austin Budget and Organizational Excellence. This role will play a key part in enhancing day-to-day operations by anticipating needs and identifying opportunities for greater efficiency.

Requirements

• Knowledge of the functions and organization of municipal government, including relationships between departments, divisions, and agencies.
• Knowledge of applicable processes, techniques, and methods.
• Knowledge of Federal, State, and Local laws.
• Knowledge of City practice, policy, and procedures.
• Skill in oral and written communication.
• Skill in handling multiple tasks and prioritizing.
• Skill in using computers and related software applications.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Ability to utilize electronic scheduling system.
• Ability to gather information from individuals to support the needs of staff.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain good working relationships with other City employees and the public.
• Ability to exercise discretion in confidential matters.
• Ability to lead and train others.
• Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, or a related field, plus four (4) years of experience in an administrative or executive assistant capacity.
• Experience may substitute for the education up to the maximum of four (4) years.

Nice To Haves

• Experience maintaining calendars.
• Proficiency with Microsoft Office Suite, specifically with Word, Excel, Outlook.
• Experience planning, coordinating, and executing meetings/staff events/community outreach events.
• Experience maintaining records and/or coordinating responses to requests for information across organizational units.
• Experience with supporting the preparation of large projects such as the development of municipal budgets and/or strategic plans.
• Strong organizational skills and attention to detail
• Self-starter, with the ability to work independently and exercise resourcefulness; able to drive projects to completion without the need for lots of direction
• Creative and critical thinking skills
• Flexibility with regard to work schedule and ability to work irregular hours, especially when preparing for the annual budget review/approval process.
• Ability to handle multiple projects and work with tight deadlines
• Ability to problem solve and proactively seek ways to make things work better
• Effective communicator with the ability to present information clearly and prepare concise reports

Responsibilities

• Provides administrative support to an executive in the City Manager’s Office.
• Answers phones, greet visitors, and serve as point of contact providing assistance to customers.
• Serves as point of contact and facilitates the handling of time-sensitive requests such as Public Information Requests (PIRs).
• Organizes and maintains files relating to office correspondence, reports, and other pertinent data.
• Maintains calendar; schedules meetings, conferences, and events; plans travel itineraries; and makes travel arrangements.
• Prepares memos, letters, meeting materials and other documents.
• Serves as point of contact between the Assistant City Manager, City Council Offices, and departments on day-to-day issues.
• Responds to and assists in the resolution of sensitive inquiries, issues, and complaints from both internal and external sources.
• Conducts research, compiles data, and performs data analysis.
• Serves as point of contact in providing assistance to citizens, prepares CAFs (Citizen Action Forms) as needed.
• May provide leadership, training, and guidance to others.

Benefits

• Competitive Benefits : Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
• Retirement Security : Plan for the future with the City of Austin Employees' Retirement System.
• Sustainable Transportation Options : Commute easily with access to public transit and bike-friendly infrastructure.
• Focus on Wellness : Stay healthy through wellness programs, on-site fitness centers, and mental health support.
• Career Growth : Advance your skills and expertise with professional development and leadership opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Number of Employees: 1,001-5,000 employees