Executive Administrative Assistant

Madison County Commission•Huntsville, AL

2d•Onsite

About The Position

This position provides high-level administrative and operational support to the Chairman’s Office of the Madison County Commission. The Executive Administrative Assistant serves as a key support role responsible for assisting with the daily operations of the Chairman’s Office through coordination of administrative functions, constituent services, scheduling, communications, and office management. This position assists with delegated responsibilities to support executive-level priorities, public-facing activities, and operational functions of the Chairman’s Office. Work requires professionalism, discretion, independent judgment, and the ability to manage multiple assignments in a fast-paced governmental environment. Employee must apply sound judgment and initiative in carrying assignments through to completion based upon established procedures, operational standards, and knowledge of County operations.

Requirements

Demonstrated proficiency in Microsoft Office, Outlook, internet-based applications, and other business-related software programs.
Thorough knowledge of modern office administrative practices, procedures, systems, and equipment.
Strong organizational skills with the ability to prioritize, coordinate, and manage multiple assignments and deadlines in a fast-paced environment.
Ability to communicate effectively both verbally and in writing with elected officials, employees, outside agencies, and the public.
Ability to exercise discretion, professionalism, and sound judgment in handling confidential and sensitive information.
Ability to work independently and collaboratively within a team-oriented environment.
Ability to maintain accurate records and filing systems and coordinate administrative functions with minimal supervision.
Bachelor’s degree preferred in Business Administration, Public Administration, Communications, or a related field and a minimum of five (5) years of progressively responsible administrative support experience, preferably in an executive office or governmental environment; or any equivalent combination of education and experience.

Nice To Haves

Governmental or public sector experience preferred.

Responsibilities

Serves as executive administrative support to the Chairman’s Office to assist in coordinating daily office operations and executive-level functions.
Maintains and coordinates the Chairman’s executive calendar including scheduling meetings, appointments, conferences, and events; tracking RSVPs; preparing calendar entries with detailed information; coordinating follow-up communications; and distributing calendar invitations through Outlook or other electronic systems.
Prepares, reviews, and processes retirement letters, support letters, acknowledgements, notifications, and other official correspondence on behalf of the Chairman’s Office.
Reviews and maintains Chairman briefing materials and related documentation (“Chairman’s Book”) to ensure information is organized, accurate, and current.
Maintains and updates contact lists, administrative records, operational tracking lists, and related office documentation.
Serves as a point of contact for the Chairman’s Office by answering telephone calls, greeting visitors, taking messages, responding to inquiries, and routing requests appropriately.
Assists constituents by documenting concerns, providing general information, and directing individuals to the appropriate County department, elected official, or resource for assistance.
Maintains professional working relationships with elected officials, County departments, employees, outside agencies, vendors, and the general public.
Provides backup support to the Commission reception desk as needed to ensure continuity of operations.
Receives, reviews, sorts, and processes incoming and outgoing mail and correspondence.
Maintains physical and electronic filing systems, records, and administrative documents for the Chairman’s Office.
Coordinates purchasing, inventory, and restocking of office supplies for the Chairman’s Office, supply areas, conference rooms, and commission chamber.
Processes invoices, bills, purchase requests, and related administrative documentation as assigned.
Maintains courthouse bulletin boards and other assigned informational postings.
Creates and maintains annual filing systems and records retention materials including preparation of files for storage and establishment of new physical and electronic files for each calendar year.
Schedules and coordinates meetings, events, conferences, and related activities for the Chairman’s Office.
Communicates with participants regarding meeting details, schedules, and logistical information and assists with preparation of meeting materials and arrangements.
Assists with preparation and coordination of outside funding requests, reports, special projects, and related documentation.
Assists with planning and coordination of staff functions, employee recognition activities, and other office events as assigned.
Works closely to support operational priorities and ensure efficient day-to-day functions of the Chairman’s Office.
Performs general clerical and administrative functions including filing, copying, scanning, data entry, document preparation, and maintaining confidential records and information.