Executive Assistant to Chief of Staff

City of Chattanooga • Chattanooga, TN

1d • Onsite

About The Position

The Executive Assistant to the Chief of Staff is a senior-level administrative professional providing high-level, confidential, and strategic support to executive leadership. Requiring the exercise of independent judgment and discretion, this position involves overseeing intricate schedules, coordinating executive-level operations, and driving primary initiatives forward for the Chief of Staff. Success in this role demands a high level of proficiency in navigating competing priorities within a politically sensitive and rapidly evolving environment. The incumbent in this role also serves as a central liaison between executive leadership, City departments, elected officials, external partners, and the public to ensure alignment with the Mayor’s Office priorities and effective execution of strategic objectives.

Requirements

• Bachelor’s degree in Business Administration, Public Administration, Communications, or a relevant field with three (3) to five (5) years of progressively responsible experience supporting senior leadership in an administrative, operational, or project coordination capacity; or any combination of equivalent experience and education.
• Valid Driver’s License
• Strong working knowledge of project management tools, particularly Monday.com, including tracking workflows, managing timelines, and coordinating cross-functional projects.
• Experience in improving processes, streamlining workflows, and implementing administrative systems or tools.
• Advanced proficiency in Google Workspace (Docs, Sheets, Slides, Calendar, Gmail), including document creation, data tracking, and executive scheduling.
• Exceptional written and verbal communication skills, including preparation of executive-level materials.
• Advanced organizational, analytical, and problem-solving abilities with strong attention to detail.
• Demonstrated ability to manage multiple priorities, complex schedules, and competing deadlines in a fast-paced environment.
• High level of discretion, professionalism, and political awareness when handling sensitive information.
• Ability to navigate ambiguity, exercise independent judgment, and bring clarity and structure to complex situations.

Responsibilities

• Provide direct, high-level administrative and strategic support to the Chief of Staff and Deputy Chief of Staff.
• Manage complex calendars, scheduling priorities, and executive communications.
• Prepare briefing materials, agendas, presentations, and correspondence.
• Coordinate travel, logistics, and daily operational needs for executive leadership.
• Maintain strict confidentiality and exercise sound judgment in all matters.
• Strategically prioritize and manage meeting requests and executive time.
• Anticipate conflicts, resolve scheduling challenges, and adjust priorities as needed.
• Ensure meetings and engagements align with organizational goals and leadership priorities.
• Coordinate logistics for meetings, public events, and stakeholder engagements.
• Coordinate and execute strategic projects and cross-functional initiatives.
• Track timelines, milestones, and deliverables to ensure successful implementation.
• Conduct research, analyze data, and develop recommendations to support decision-making.
• Serve as a point of contact for select initiatives, driving progress and resolving issues.
• Serve as liaison between executive leadership, City departments, City Council, boards, external agencies, and the public.
• Facilitate communication and collaboration across internal and external stakeholders.
• Support public engagement efforts, events, and intergovernmental coordination.
• Respond to inquiries and resolve issues with professionalism and discretion.
• Prepare, review, and manage a variety of documents, including reports, contracts, ordinances, and official correspondence.
• Coordinate workflows related to City Council processes, executive approvals, and communications.
• Maintain records, filing systems, and executive documentation.
• Support budget coordination, financial tracking, purchasing, and expense processing.
• Assist with grants, contracts, and special projects as assigned.
• Develop and implement administrative procedures to improve efficiency and effectiveness.
• Identify opportunities to streamline workflows and enhance operational performance.
• Support implementation of new tools, systems, and technologies.
• Must meet regular attendance requirements.
• Must be able to maintain good interpersonal relationships with staff, co-workers, managers, and citizens.
• Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.
• Performs other duties as assigned.

Benefits

• Competitive Compensation: Robust pay scales that reflect our commitment to our staff.
• Work-Life Balance: Generous paid time off and flexible scheduling where possible.
• Exceptional Wellness: Comprehensive health benefits and wellness programs designed for you and your family that deliver savings to you beyond your paycheck, featuring a centralized health clinic and pharmacy for all City employees.
• Growth: A focus on professional development and upward mobility within the organization.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive