Assistant City Manager Executive Assistant (City Manager's Office)

City of Austin • Austin, TX

6d • $27 - $32 • Onsite

About The Position

The Executive Assistant provides high-level administrative support to City Management executives in the City Manager’s Office under the direction of an Assistant City Manager. The role communicates with City departments, community leaders, City Council offices, and the public, and may provide leadership, training, and guidance to others.

The position is based at City Hall in Austin, Texas, with regular in-office hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. Hours and days may vary due to operational needs. A Financial Responsibility Background Investigation is required.

Requirements

• Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, or a related field, plus four years of experience in an administrative or executive assistant capacity. Experience may substitute for education, up to a maximum of four years.
• Knowledge of municipal government functions and organization, including relationships among departments, divisions, and agencies.
• Knowledge of applicable processes, techniques, methods, Federal, State, and Local laws, and City practices, policies, and procedures.
• Oral and written communication skills.
• Ability to handle multiple tasks and prioritize, use computers and related software, analyze data, solve problems, plan, and organize.
• Ability to use an electronic scheduling system and gather information from individuals to support staff needs.
• Ability to work with frequent interruptions and changing priorities; establish and maintain good working relationships with City employees and the public; and exercise discretion with confidential matters.
• Ability to lead and train others.
• Detail-oriented and organized, with strong writing, proofreading, and editing skills.
• Ability to communicate clearly and concisely in person, by phone, and by email while exercising tact, patience, discretion, and professionalism.
• Ability to develop relationships with other City of Austin departments and offices.
• Résumé and cover letter are required; the cover letter should describe interest in the position and relevant prior experience.
• A detailed employment application is required, including job titles, employment dates, and contact information for previous employers.

Nice To Haves

• Experience working with departments or divisions to resolve sensitive issues and conflicts.
• Advanced experience with Adobe Acrobat and Microsoft Office Suite, especially Word, Outlook, OneNote, and Teams, including maintaining executive calendars and reserving meeting spaces in Outlook.
• Record-keeping and file-maintenance experience.
• Experience working with diverse populations and communities, including people from diverse social, cultural, economic, and educational backgrounds.
• Experience supporting two or more executives simultaneously.

Responsibilities

• Provide administrative support to an executive in the City Manager’s Office.
• Answer phones, greet visitors, and assist customers as a point of contact.
• Facilitate time-sensitive requests, including Public Information Requests (PIRs).
• Organize and maintain files concerning office correspondence, reports, and other pertinent data.
• Maintain calendars; schedule meetings, conferences, and events; plan travel itineraries; and make travel arrangements.
• Prepare memos, letters, meeting materials, and other documents.
• Serve as a point of contact between the Assistant City Manager, City Council offices, and departments on day-to-day issues.
• Respond to and assist with resolving sensitive inquiries, issues, and complaints from internal and external sources.
• Conduct research, compile data, and perform data analysis.
• Assist citizens and prepare Citizen Action Forms (CAFs) as needed.
• May provide leadership, training, and guidance to others.

Benefits

• Low-cost medical, dental, and vision benefits.
• Paid leave time.
• Competitive retirement plan through the City of Austin Employees' Retirement System.
• Training opportunities and professional development.
• Work-life balance programs.
• Wellness programs, on-site fitness centers, and mental health support.
• Access to public transit and bike-friendly infrastructure.
• Modern, sustainable workspaces.

What This Job Offers

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