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

City of Austin•Austin, TX

4d•Onsite

About The Position

The Executive Assistant provides high-level administrative support to executive leadership in the City Manager’s Office under the direction of an Assistant City Manager. The role communicates with City of Austin departments, community leaders, City Council offices, and the public. It may also provide leadership, training, and guidance to others. The position is based in the office at City Hall in Austin, Texas. The stated schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m.; hours and days may vary due to operational needs. A Financial Responsibility Background Investigation is required. An assessment may be administered during recruitment, and selected candidates must provide verification of their education. A résumé and cover letter are required, but the résumé does not replace a complete employment application. Compensation is $27.06–$32.34 per hour. The City of Austin offers health and welfare benefits, including medical, dental, and vision coverage, paid leave, a competitive retirement plan, training opportunities, wellness programs, and professional development and leadership opportunities.

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; computer and related software skills; data analysis and problem-solving skills; and planning and organizing skills.
Ability to use an electronic scheduling system, gather information to support staff needs, work through frequent interruptions and changing priorities, establish and maintain effective working relationships with City employees and the public, exercise discretion with confidential matters, and lead and train others.
Ability to perform essential job functions with or without reasonable accommodations.
No licenses or certifications are required.
A résumé and cover letter are required as part of the application.
A Financial Responsibility Background Investigation is required.

Nice To Haves

Experience working with departments or divisions to resolve sensitive issues and conflicts.
Advanced experience with Adobe Acrobat and Microsoft Office, 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 of diverse social, cultural, economic, and educational backgrounds.
Experience supporting two or more executives simultaneously.
Attention to detail and organization, 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.

Responsibilities

Provide administrative support to an executive in the City Manager’s Office.
Answer phones, greet visitors, and serve as a point of contact to assist customers.
Facilitate time-sensitive requests, including Public Information Requests.
Organize and maintain files for 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 in 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 as needed.
May provide leadership, training, and guidance to others.