Executive Assistant IV (Judicial) (Appointed)

City of Memphis•Memphis, TN

1d•Onsite

About The Position

Works under the direction of the top executive in City government divisions such as Legislative, Judicial, and the City Court Clerk’s office. Performs complex and confidential executive support functions requiring independent judgment and political acumen, and serves as office manager in a sensitive, demanding, and rapidly changing environment. The role interacts with officials, community and business representatives, City management staff, and citizens on significant operational and administrative matters. The position handles requests and correspondence, conducts research, responds to information requests and citizen complaints, and screens visitors and calls. It coordinates calendars, meetings, appointments, events, travel, and conference arrangements; oversees administrative staff and the preparation of sensitive documents; supports staff performance and development; manages office records and confidential files; assists with budget tracking, purchasing, accounts payable, and staff attendance records; and plans and supports meetings and special events. The employee may attend events and represent the executive’s office as directed. Work is performed in an office, with some travel to meetings across the City potentially required. The position requires clear verbal and written communication, operation of general office equipment, and occasional lifting and carrying of items weighing up to 15 pounds.

Requirements

High school graduation or equivalent.
Six years of administrative support or secretarial experience, including use of various office computer software.
Two of the six years of experience must involve providing administrative support to upper management positions.
Alternatively, a combination of experience and training that enables performance of the essential job functions.
Ability to communicate clearly verbally and in writing.
Ability to operate general office equipment, including a personal computer and telephone.
Ability to lift and carry objects such as office supplies weighing up to 15 pounds.

Nice To Haves

Bachelor’s degree or higher.

Responsibilities

Receive and assess requests to the executive’s office, determine appropriate responses or referrals, conduct research, respond to information requests, resolve citizen complaints, and route incoming correspondence by priority.
Receive and screen visitors and telephone calls.
Maintain calendars and coordinate, arrange, and confirm meetings, appointments, social engagements, and community or intergovernmental events.
Develop itineraries and make and confirm travel arrangements, conference registrations, hotel reservations, and flight reservations.
Plan, organize, schedule, and supervise assigned staff providing secretarial and administrative support.
Oversee preparation of correspondence, memoranda, reports, agreements, presentations, forms, and other documents; ensure accuracy, completeness, and compliance with standards, policies, and procedures.
Review materials and documents for signature and independently respond to mail and email inquiries about City matters.
Lead, plan, and evaluate administrative staff performance; establish performance requirements and development targets, monitor performance, coach staff, and take appropriate disciplinary action.
Formulate and implement practices for maintaining records; manage office records and databases; research and assemble information; and maintain confidential files.
Assist with preparation of the office budget, track performance against the approved budget, process requisitions, purchase orders, and accounts payable requests, monitor balances, and maintain staff attendance and time-off records.
Plan, organize, and supervise logistical arrangements for meetings and special events; attend meetings and events and represent the executive’s office as directed.
Host meetings, luncheons, receptions, and special events.
Perform additional functions as assigned.