Executive Assistant to the Mayor & Chief of Staff

Davidson County-Metro Nashville (TN)•Nashville, TN

27d

About The Position

The Executive Assistant provides high-level administrative support to the Mayor and Chief of Staff by managing daily activities, maintaining the Chief of Staff's calendar, handling personal and official correspondence, drafting proclamations and certificates, and overseeing the process for the Mayor's signature and signing time. This position plays a critical role in ensuring that the Mayor's and Chief of Staff's schedules are executed efficiently and that official documents and communications reflect the priorities and voice of the administration. The Executive Assistant works closely with the Scheduler, Deputy Scheduler, Deputy Chief of Staff, and other members of the Mayor's Office to maintain smooth operations and excellent constituent service. Candidates must demonstrate exceptional organizational skills, strong writing ability, discretion, and a proactive approach to problem-solving. This position reports to the Deputy Chief of Staff and supports both the Mayor and Chief of Staff. Mayoral staff (non-civil service) receive 15 days of Paid Time Off and 12 sick days annually. Starting salary is commensurate with experience. To apply, please submit a cover letter and resume to Patrick Hamilton, Deputy Chief of Staff, at [email protected].

Requirements

Associate's degree and at least three years of administrative or executive support experience
Exceptional organizational, writing, and editing skills.
Strong attention to detail and commitment to accuracy.
Ability to handle multiple tasks simultaneously and manage time effectively.
Discretion, sound judgment, and the ability to handle sensitive information responsibly.
Proficiency in Microsoft Office Suite; experience with document management systems is a plus.
Professional demeanor and excellent interpersonal skills.
Ability to communicate diplomatically with a wide range of stakeholders.
Familiarity with Metro Government is beneficial.
Per Metro Ordinance No. SO94-1078. All employees of the Metropolitan Government shall be residents of the State of Tennessee or become residents of the state within six (6) months of employment as a prerequisite to employment with the Metropolitan Government.

Nice To Haves

Bachelor's degree
Prior experience in an executive, political, or government office setting

Responsibilities

Implements the Mayor's daily schedule in coordination with the Scheduler and Deputy Scheduler.
Manages and maintains the Chief of Staff's calendar, ensuring meetings, commitments, and priorities are effectively scheduled and communicated.
Provides day-to-day administrative support to the Mayor and Chief of Staff, ensuring that meetings, briefings, and commitments are prepared and executed effectively.
Manages personal and official correspondence on behalf of the Mayor and the Chief of Staff, including drafting letters, emails, and acknowledgements.
Drafts, edits, and processes official communications for the Mayor and the Chief of Staff, including proclamations, commendations, and certificates.
Prepares and processes expense reports, reimbursements, and other required reports accurately and in a timely manner for the Mayor and Chief of Staff.
Coordinates and manages the signature process for official documents and allocates signing time for the Mayor and Chief of Staff.
Maintains accurate records of all signed documents and correspondence.
Collaborates with internal staff and external stakeholders to gather information needed for official correspondence.
Communicates clearly and professionally with staff, constituents, community leaders, and partner organizations.
Ensures the Mayor and Chief of Staff are fully briefed for daily meetings and events.
Handles sensitive information with the utmost discretion and confidentiality.
Supports the Mayor and Chief of Staff at select meetings or public events as needed.
Performs other related administrative duties as assigned to support the Mayor, Chief of Staff, Office Manager, and senior staff.
Cross trains with and serves as a backup to the Office Manager to ensure continuity of operations.
Maintains a standard schedule of 8:00 am to 5:00 pm, with the expectation of flexibility to work additional hours, including some evenings and weekends, as needed to support executive priorities and evolving administration needs.