Executive Administrative Assistant

City of Union City • Union City, GA

8d • $52,654 - $52,654 • Onsite

About The Position

This full-time position provides comprehensive administrative support to the Mayor's Office and General Operations. The role involves managing communications, liaising with city departments, conducting research, managing purchasing activities, and preparing various documents and reports. The Executive Administrative Assistant will handle a wide range of executive administrative duties, ensuring efficient daily operations. This position requires a high degree of discretion, accuracy, and the ability to manage priorities independently, with results monitored by General Operations. Community contact is a critical component of success in developing good will and support of City programs and initiatives.

Requirements

• Five years of increasingly responsible administrative support work for management personnel.
• Experience in working for a Chief Executive Officer or top manager in an organization preferred.
• Knowledge of municipal departments, their functions, and contact information.
• Ability to learn policies, codes, regulations, and procedures.
• Exemplary customer satisfaction skills, including dealing effectively with the public, elected officials, and City staff, both in person and over the telephone.
• Skill in operating modern office equipment.
• Knowledge of Microsoft Office to include Outlook and Excel.
• Accurate typing (60 wpm) and/or data-entry work.
• Proper spelling, grammar, and punctuation usage.
• Basic mathematical computations, accounting, and record keeping.
• Ability to handle multiple interruptions and adjustments to priorities throughout the day.
• Ability to write reports and business correspondence.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to read and interpret a variety of documents.
• Ability to write short correspondence.
• Knowledge of public policy and local government.
• Ability to maintain confidentiality.
• Computers and peripheral equipment.
• Designated software applications.
• Telephones, copiers, and other office equipment.

Nice To Haves

• Bachelor's degree or equivalent strongly preferred.

Responsibilities

• Assess incoming communications to the Mayor’s Office (telephone, email, etc.) and determine priority attention using independent judgment.
• Facilitate appropriate and timely responses to communications and ensure satisfactory closure.
• Liaise with City Departments to conduct research and resolve citizen problems and concerns.
• Prioritize, channel, and facilitate communication from department heads and coordinators.
• Review and research statistical and administrative information for the Office of the Mayor and General Operations.
• Manage purchasing activities for the Office of the Mayor and General Operations, including preparing requisitions and gathering quotes.
• Research and analyze projects, write after-action reports, and assist with monitoring project timelines and deliverables.
• Assist in supporting a variety of operations-based projects.
• Perform executive administrative duties as required by daily operations.
• Use computer software to prepare and review documents for completeness, accuracy, format, compliance, and appropriate language.
• Receive and distribute mail, identifying items requiring priority attention.
• Independently respond to high-level routine correspondence.
• Attend meetings on behalf of the Office of the Mayor and General Operations.
• Post and maintain content on social media.
• Maintain appointment schedules and calendars for the Office of the Mayor and General Operations.
• Arrange meetings and conferences, assemble background materials, prepare agendas, and record actions.
• Provide follow-up on assignments given to management staff by the Mayor and General Operations and provide status reports.
• Prepare travel documents.
• Perform any other duties as assigned.

Benefits

• Salary Range: $52,654.02 - $52,654.02 Salary/year
• Training opportunities and seminars relevant to this position.
• Appropriate City operating procedures, benefit rules, employment, and safety policies/practices.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree