Executive Assistant to City Manager

City of Bartow • Bartow, FL

7d • Onsite

About The Position

The Executive Assistant to the City Manager provides high-level administrative, organizational, and confidential support to the City Manager and executive leadership team. This position manages complex schedules, coordinates citywide communications, oversees administrative operations within the City Manager’s Office, and serves as a key liaison between the public, city staff, elected officials, and external partners. The role requires excellent judgment, professionalism, and the ability to work in a fast-paced environment with competing priorities.

Requirements

• Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques
• Thorough knowledge of business English, spelling and arithmetic
• Thorough knowledge of the organization and function of the department and of general administrative policies and practices
• Ability to keep office records and to prepare accurate reports from file sources
• Ability to perform and organize work independently
• Ability to type and transcribe dictation at a reasonable rate of speed
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor
• Skill in the operation of personal computer equipment and related office software
• Ability to establish and maintain effective working relationships with associates and the general public.
• Strong verbal and written communication skills.
• High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and/or other administrative platforms.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Demonstrate ability to manage multiple priorities under tight deadlines.
• Experience working with City Commission or municipal governing bodies.
• Knowledge of public administration procedures and municipal operations.
• Experience with agenda preparations
• Professionalism and discretion
• Customer service and interpersonal communication
• Time and project management
• Problem-solving
• Independent judgment
• Adaptability and initiative
• Associates degree from an accredited college or university
• 3-5 years of administrative support experience preferable in government, public administration, or executive level environments
• or an equivalent combination of relevant education and experience which provides the necessary intermediate knowledge, skills, and abilities and other competencies necessary for the position.
• Valid Florida Drivers’ License required

Nice To Haves

• This position may be designated as Mission Critical by the City Manager

Responsibilities

• Receiving, screening and processing telephone calls and serving as receptionist for department; handling complaints; assisting the public; typing, word processing and data processing duties; maintaining records and files; preparing reports.
• Transcribes correspondence; composes routine correspondence; types a variety of complex reports and materials.
• Answers questions and responds to inquiries or complaints on department and/or operations, policies and procedures.
• Provide comprehensive administrative support to the City Manager Office staff, including maintaining calendars and scheduling appointments; preparing agendas, and coordinating travel.
• Serves as the primary point of contact for the City Manager’s Office; respond to inquiries from residents, businesses, community groups, and government agencies.
• Prepare, edit, and proofread correspondence, reports, presentations, and confidential documents.
• Work with City Clerk’s Office to coordinate City Commission agenda items, packets, and related meeting materials; ensure timely submission and accuracy when needed.
• Manage special projects, research assignments, and citywide initiatives as directed by the City Manager.
• Track deadlines, project workflows, and follow-up tasks for the City Manager and leadership team.
• Attend meetings, take minutes, and prepare official records when needed.
• Maintain sensitive and confidential information in accordance with city policies at all times.
• Coordinate internal communication between the City Manager’s Office, department directors, and City Commission members.
• Assist with budget preparation, purchasing, invoices, and administrative reporting.
• Plan and coordinate events, community meetings, and staff functions.
• Perform other duties as assigned.
• Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

Benefits

• Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions, as established in the American with Disabilities Act.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree