Executive Assistant

City of Portage • Portage, MI

21h • Onsite

About The Position

The City of Portage is looking for a professional and perceptive Executive Assistant to join their City Manager’s Office. This position is distinguished from other administrative roles in the city by the highly confidential assistant relationship with the City Manager and their office and by the combination of the complex and independent analytical, technical and administrative support responsibilities performed.

Requirements

• An associate’s degree in an appropriate field from a two-year college or university and/or a combination of education and experience.
• Five or more years of pertinent experience is required.
• Must be proactive by nature and possess acute critical thinking and problem-solving skills.
• Must be detail orientated and able to multi-task job duties.
• Must be a persuasive, consensus builder with a desire to exceed customer and manager expectations.
• Must be energetic and an innovative self-starter with excellent project management skills.

Nice To Haves

• A bachelor’s degree is preferred.
• Three or more years of experience as a senior administrative assistant and knowledge of a municipal government is preferred.

Responsibilities

• Maintain absolute confidentiality of work-related issues and City information.
• Maintain a schedule/calendar for the City Manager.
• Organize, coordinate, and schedule meetings, conferences, special events and appearances for the City Manager.
• Proactively identify and address meeting conflicts, including facility conflicts, to ensure efficient daily operations.
• Greet and screen phone calls and visitors to the City Manager’s Office, providing information within your scope of authority, determining whether they should be given access to specific individuals.
• Prioritize and expediently handle requests for information or action from City Council, other elected officials, staff members or customers with direction from the City Manager and Chief Officers.
• Conduct and/or assist with research, analyze information, compile data, and prepare papers, summaries, or reports for consideration and presentation by executives and committees.
• Generate, review, process and maintain reports, memos, letters, presentations and/or other documents.
• Assure documents and reports have proper signatures and supporting documentation and distribute to the appropriate personnel.
• Ensure that the follow-up actions, requested of Department Directors and others, are completed by the date requested and that the information requested is adequate.
• Act on items that do not require the attention of the City Manager.
• Analyze and make recommendations on correspondence as appropriate.
• Compose and prepare correspondence and reports, including weekly and monthly operational reports to City Council, City Council construction update, Quarterly City Council Report Card and other reports on behalf or requested of the City Manager and Chief Officers.
• Communicate with City Council members, Department Directors, and other government officials on a regular basis.
• Field routine and non-routine inquires from elected officials, business executives, civic leaders and the public.
• Maintain statistical data and prepare reports for analytical purposes for the City Manager’s Office.
• Monitor and oversee the departmental budget.
• Develop and maintain a variety of electronic and paper files, records, reports and related documents.
• Coordinate and schedule travel arrangements, meetings, and appointments as requested.

Benefits

• Opportunities for professional growth and development.
• Annual salary is $43,350 to $58,650, offered commensurate with experience.
• Excellent benefits that include medical, vision, dental, retirement and generous time-off.

What This Job Offers

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