Executive Assistant-Office & Project Coordinator

City of Kilgore•Kilgore, TX

2d•Onsite

About The Position

The Executive Assistant / Office & Project Coordinator serves as the primary administrative professional for the Economic Development Corporation, providing executive-level support to the Executive Director, Director of Business Retention & Expansion, and Director of Marketing & New Industry Recruitment. The position functions as a receptionist, executive assistant, board administrator, project coordinator, meeting planner, compliance support specialist, and stakeholder communications coordinator. This position requires exceptional organizational skills, professional communication abilities, and the ability to maintain strict confidentiality.

Requirements

Outstanding written, editing, proofreading, and verbal communication skills.
Ability to interact professionally with CEOs, business owners, site selectors, elected officials, bankers, attorneys, investors, and community leaders.
Strong organizational and project coordination abilities.
Excellent customer service and interpersonal skills.
Ability to manage multiple priorities and deadlines.
High degree of discretion and confidentiality.
Proficiency with Microsoft Office Suite and office technology.
Experience taking accurate meeting minutes and preparing professional documents.

Nice To Haves

Associate degree preferred
Three to five years of executive administrative, office management, project coordination, or related experience preferred
Economic development, local government, nonprofit, or board administration experience preferred

Responsibilities

Provide direct administrative support to the Executive Director and department directors.
Manage calendars, schedules, meetings, travel arrangements, and executive communications.
Serve as receptionist and first point of contact for visitors, clients, prospects, and stakeholders.
Prepare, assemble, package, bind, and distribute recruitment proposals, BRE proposals, presentations, and board packets.
Coordinate Board of Directors meetings, prepare agendas and meeting packets, record minutes, and maintain official records.
Coordinate legal notices, board meeting advertisements, public notices, and communications with board members.
Assist with Type A compliance requirements and maintenance of required records.
Support incentive agreement compliance by tracking reporting requirements and maintaining documentation.
Schedule BRE visits, industry meetings, stakeholder meetings, and recruitment activities.
Coordinate job fairs, industry showcases, mini-trade shows, workforce events, ribbon cuttings, and special events.
Prepare stakeholder communications with local businesses, investors, elected officials, and community partners.
Assemble supporting proposal materials including land plats, maps, existing building information, financial statements, business plans, commitment letters, utility information, community profiles, and marketing materials.
Maintain confidential records and sensitive project information.
Perform other duties as assigned by the Executive Director.