Executive Assistant to the Mayor

City of Lancaster•Pa, PA

10d•Onsite

About The Position

The Executive Assistant to the Mayor provides high-level administrative and confidential support to the Mayor and ensures the efficient day-to-day operation of the Mayor’s Office. The position manages the Mayor’s schedule, communications, and office functions to support effective governance, community leadership, and the City’s strategic priorities. It serves as a key liaison between the Mayor, City departments, elected officials, and community partners, and as a primary point of contact for people and organizations seeking to engage with the Mayor’s Office. The role requires discretion, independent judgment, professionalism, political awareness, strict confidentiality, and the ability to anticipate needs and manage competing priorities. The Executive Assistant supervises City Hall reception staff and helps ensure visitors, residents, employees, elected officials, and community partners receive professional, responsive, and consistent service. The position is on-site at City of Lancaster locations and may require after-hours responsiveness when critical matters arise.

Requirements

High school diploma required.
At least six years of progressively responsible administrative experience supporting senior executives or elected officials.
Valid Pennsylvania State Driver’s License and acceptable driving record required.
In-depth understanding of administrative and office management processes supporting executive-level staff.
Proficiency with Office 365 products, including Teams, SharePoint, Outlook, Excel, PowerPoint, and Word.
Strong coordination skills for managing calendars, meetings, events, and other initiatives.
Attention to detail and accuracy.
Effective time management and ability to prioritize tasks and meet deadlines in a fast-paced environment.
Clear and effective communication skills.
Ability to identify challenges, analyze situations, and proactively implement solutions.
Ability to adapt to changing priorities, manage multiple tasks, and respond to evolving organizational needs.
Ability to think strategically and align administrative processes with broader organizational goals.
Supervisory experience in a customer service or similar environment.
Customer-focused approach to external inquiries and interactions with staff and constituents.
Proactive approach, initiative, and ability to implement improvements without constant supervision.
Ability to handle crises or unexpected situations calmly and effectively.
Ability to work on-site at City of Lancaster, Pennsylvania locations.
Valid employment authorization to work in the United States.
Ability to sit for prolonged periods and work at a computer.
Ability to lift up to 15 pounds at times.

Nice To Haves

Bachelor’s degree in public administration, communication, political science, or a related field.
Municipal or government experience.

Responsibilities

Oversee City Hall reception and supervise reception employees.
Serve as the primary point of contact for the Mayor’s Office and provide customer-focused service.
Manage the Mayor’s calendar, appointments, and schedule, evaluating and prioritizing requests for the Mayor’s time.
Review upcoming commitments and coordinate with the Chief of Staff, Communications Team, department directors, and other staff to prepare the Mayor for meetings, events, and public appearances.
Review and sort incoming correspondence, refer it to City staff for response or resolution, and prepare replies as needed.
Prepare briefing materials or context summaries before meetings.
Coordinate travel arrangements and other logistics for the Mayor’s official duties.
Track and manage follow-up items related to meetings, communications, and events.
Maintain efficient systems for scheduling, document management, and office operations.
Coordinate appointments to Boards, Commissions, and Authorities; notify appointees, maintain appointment records and the shared tracking spreadsheet, and monitor terms to flag upcoming reappointments or vacancies.
Prepare proclamations or commendations for groups or individuals.
Enter time and attendance for Mayor’s Office staff.
Maintain an adequate inventory of office supplies.
Participate in the Employee Recognition Committee on behalf of the Mayor.
Respond after hours when critical matters arise, including coordinating urgent meetings, press logistics, or emergency communications preparation with communications staff and other appropriate departments or staff.
Provide administrative support for special initiatives as needed.