Executive Assistant - Mayor's Office

City of Memphis•Memphis, TN

About The Position

Works under the general direction of the Mayor and Executive team to perform complex, confidential, and high-level executive support functions requiring independent judgment, discretion, and sound political acumen in a highly sensitive and fast-paced environment. Serves as the primary administrator and office manager for the executive’s office, ensuring efficient operations and effective use of executive time. Manages and maintains the executive’s calendar by reviewing, prioritizing, scheduling, and confirming meetings, appointments, engagements, and intergovernmental or community events. Serves as the primary point of contact for meeting and event requests, exercising discretion in screening, prioritizing, and making scheduling recommendations on behalf of the executive. Assists with travel arrangements, itineraries, conference registrations, and related logistical details. Drafts, reviews, and manages correspondence, communications, and responses on behalf of the executive’s office, ensuring accuracy, professionalism, confidentiality, and timeliness. Reviews, prioritizes, and routes incoming correspondence, emails, telephone calls, and citizen inquiries; independently responds when appropriate and refers substantial or sensitive matters to appropriate City departments or staff for resolution. Receives and screens visitors and serves as a liaison between the executive’s office and City leadership, external stakeholders, and the public. Plans, coordinates, and provides logistical support for meetings, briefings, special events, public appearances, receptions, and community engagements, including agendas, materials, attendee coordination, and follow-up actions. Attends meetings or events with or on behalf of the executive, as directed, to provide staffing support, coordination, and follow-through, and represents the executive’s office when assigned. Conducts research, gathers and analyzes information from a variety of sources, and prepares highly sensitive or confidential records, reports, correspondence, presentations, and other documents. Establishes, maintains, and oversees confidential records, files, and databases related to executive operations, correspondence, scheduling, and administrative functions. Provides leadership and supervision to assigned administrative and support staff. Ensures a customer service–oriented office environment that supports organizational objectives and service standards. Formulates and implements office procedures and operating practices to ensure effective recordkeeping, workflow efficiency, and compliance with applicable policies and standards. Assists with budget preparation and administration, including tracking expenditures, processing requisitions and accounts payable, monitoring balances, and maintaining attendance and time-off records. Assists with special projects, administrative initiatives, and major assignments involving planning, organizing, and supervising logistical arrangements for meetings and events, as assigned by the executive or senior leadership.

Responsibilities

Manages and maintains the executive’s calendar by reviewing, prioritizing, scheduling, and confirming meetings, appointments, engagements, and intergovernmental or community events.
Serves as the primary point of contact for meeting and event requests, exercising discretion in screening, prioritizing, and making scheduling recommendations on behalf of the executive.
Assists with travel arrangements, itineraries, conference registrations, and related logistical details.
Drafts, reviews, and manages correspondence, communications, and responses on behalf of the executive’s office, ensuring accuracy, professionalism, confidentiality, and timeliness.
Reviews, prioritizes, and routes incoming correspondence, emails, telephone calls, and citizen inquiries; independently responds when appropriate and refers substantial or sensitive matters to appropriate City departments or staff for resolution.
Receives and screens visitors and serves as a liaison between the executive’s office and City leadership, external stakeholders, and the public.
Plans, coordinates, and provides logistical support for meetings, briefings, special events, public appearances, receptions, and community engagements, including agendas, materials, attendee coordination, and follow-up actions.
Attends meetings or events with or on behalf of the executive, as directed, to provide staffing support, coordination, and follow-through, and represents the executive’s office when assigned.
Conducts research, gathers and analyzes information from a variety of sources, and prepares highly sensitive or confidential records, reports, correspondence, presentations, and other documents.
Establishes, maintains, and oversees confidential records, files, and databases related to executive operations, correspondence, scheduling, and administrative functions.
Provides leadership and supervision to assigned administrative and support staff.
Ensures a customer service–oriented office environment that supports organizational objectives and service standards.
Formulates and implements office procedures and operating practices to ensure effective recordkeeping, workflow efficiency, and compliance with applicable policies and standards.
Assists with budget preparation and administration, including tracking expenditures, processing requisitions and accounts payable, monitoring balances, and maintaining attendance and time-off records.
Assists with special projects, administrative initiatives, and major assignments involving planning, organizing, and supervising logistical arrangements for meetings and events, as assigned by the executive or senior leadership.