Economic Development Administrative Assistant

CITY OF VILLA RICA•Villa Rica, GA

2d•$46,000 - $46,000•Onsite

About The Position

The Economic Development Administrative Assistant provides high-level administrative and operational support to the Community & Economic Development Department. The position coordinates schedules, correspondence, records, meetings, purchasing documentation, customer inquiries, and program logistics while supporting boards, grants, community initiatives, and economic development activities. The role requires exceptional organization, accuracy, customer service, discretion, and the ability to manage multiple deadlines in a public-sector environment.

Requirements

Associate or bachelor’s degree in business administration, public administration, office administration, communications, or a related field.
Three years of progressively responsible administrative, office coordination, records, customer service, or executive-support experience.
Municipal or other public-sector experience, including support for boards, commissions, public meetings, records, procurement, finance, grants, or community programs.
An equivalent combination of education, training, and experience that provides the required knowledge and abilities may be considered.

Nice To Haves

Advanced proficiency with Microsoft 365 and experience with agenda, records, finance, CRM, website, or event-registration systems.

Responsibilities

Manage calendars, meeting logistics, appointments, telephone calls, email, mail, correspondence, and follow-up for the department.
Draft, format, proofread, and distribute letters, reports, presentations, forms, notices, and other departmental materials.
Receive and route inquiries from businesses, developers, residents, vendors, partners, and elected or appointed officials; provide accurate information with assigned department or authorities/commissions.
Maintain organized electronic and paper files, contact lists, calendars, project records, and confidential materials.
Coordinate meeting schedules, notices, agendas, packets, room setup, attendance, minutes, and action logs for assigned boards, commissions, committees, and stakeholder meetings.
Track deadlines and follow-up items and communicate assignments to the appropriate staff or partners.
Maintain official departmental records in accordance with City procedures and applicable records-retention requirements; route public-records requests through established City processes.
Prepare and track requisitions, purchase orders, invoices, reimbursements, subscriptions, vendor documentation, and routine budget records in coordination with Finance and department leadership.
Monitor office and program supplies, meeting materials, contracts, insurance certificates, and recurring administrative deadlines.
Support consultant coordination, procurement files, departmental reports, and annual budget preparation as assigned.
Support business outreach, workshops, incubator activities, downtown initiatives, community events, Community Arts activities, and stakeholder engagement through registration, scheduling, materials, and on-site logistics.
Maintain business, partner, property, sponsorship, event, and program databases; enter information accurately and prepare routine summaries.
Organize grant application, award, reimbursement, reporting, and compliance documentation; maintain calendars of required submissions.
Prepare approved website, newsletter, social media, flyer, and email content and maintain current distribution lists.
Perform other related duties and special projects as assigned by the Director