Executive Assistant IV (Judicial) (Appointed)

City of Memphis•Memphis, TN

2d•$52,432 - $79,706•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, performing complex and confidential executive support functions requiring independent judgment and political acumen. Serves as office manager and provides diverse support in a highly sensitive, political, demanding, and rapidly changing environment. Interacts with top officials, community, civil and business groups, City management staff, and citizens on significant operational and administrative matters. The role includes managing executive communications and requests; calendar, meeting, event, and travel coordination; supervising and developing administrative staff; maintaining office records and confidential files; assisting with budget administration; and planning and supporting meetings and special events. Work is performed in an office, with some travel to meetings across the City potentially required.

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 include 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 such as 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

Reviews requests to the executive’s office and determines or provides an appropriate response, referral, or resolution using independent judgment.
Researches and responds to requests for information, resolves citizen complaints, and refers issues to appropriate staff or City departments.
Reviews, prioritizes, and routes incoming correspondence; screens visitors and telephone calls.
Maintains calendars and coordinates, arranges, and confirms meetings, appointments, social engagements, and community or intergovernmental events.
Develops itineraries, makes and confirms travel arrangements, submits conference registrations, and arranges hotel and flight reservations.
Plans, organizes, schedules, and supervises assigned staff providing secretarial and administrative support.
Oversees preparation of correspondence, memoranda, reports, agreements, presentations, forms, and other documents, ensuring accuracy, completeness, and compliance with standards, policies, and procedures.
Independently responds to mail and email inquiries regarding City matters.
Leads, plans, and evaluates administrative staff performance; establishes performance requirements and development targets; monitors performance, coaches staff, and takes appropriate disciplinary action.
Establishes operating practices for records and manages office records and databases, including confidential files.
Researches and assembles information from multiple sources for records, correspondence, and reports.
Assists in preparing the office budget, tracks spending against the approved budget, processes requisitions, purchase orders, and accounts payable requests, and monitors budget balances.
Maintains staff attendance and time-off records.
Plans, organizes, and supervises logistical arrangements for meetings and special events; attends and represents the executive’s office as directed and hosts meetings, luncheons, receptions, and events.
Performs additional functions as assigned.