Executive Assistant

City of Morgantown • Morgantown, WV

3d

About The Position

The Executive Assistant to the City Manager works under the supervision of the City Manager and Assistant City Manager. The role provides secretarial, clerical, and administrative support to help the City Manager carry out policies enacted by Council, oversee and administer the City, and maintain inter-governmental relationships. The Executive Assistant also supports exceptional service to residents, employees, and contractors and serves as the City Manager’s office manager and initial point of contact.

Requirements

• Associate degree in a related field, or specialized technical, business, or vocational training equivalent to two years of post-secondary education.
• At least five years of progressively responsible administrative support to executive leadership, or an equivalent combination of education, training, and experience.
• Demonstrated proficiency in office administration, executive support, business communications, records management, calendar and meeting coordination, and modern office technology and software applications.
• Proficient office administration skills in a high-volume, fast-paced, time-sensitive environment.
• Highly proficient ability to use computerized word-processing, spreadsheet, and presentation programs.
• Analytical problem-solving, decision-making, priority-setting, and multitasking skills.
• Time- and stress-management skills.
• Ability to handle frequent internal and external contact and complaints using public relations skills; contacts may involve non-routine problems requiring in-depth discussion or persuasion.

Nice To Haves

• Bachelor’s degree.
• Specialized training in secretarial science, business administration assistance, and/or legal office assistance.
• Increasing skill and responsibility in secretarial and/or administrative support within a professional design office, such as planning, architecture, or engineering, and/or a legal office.

Responsibilities

• Provide assistance to the City Manager and Assistant City Manager under general direction.
• Schedule and follow up on matters, coordinating with people and organizations inside and outside the City.
• Read and route incoming mail, locate relevant files for correspondence, prepare outgoing mail, and file correspondence and records.
• Answer telephone calls, provide information or route calls to the appropriate official, and place outgoing calls.
• Maintain the appointment calendar; organize meetings; and track deadlines and resolutions of important issues.
• Greet visitors, determine the nature of their business, and direct them to the appropriate person.
• Receive inquiries from citizens, elected officials, members of the press, City departments, and other governmental agencies, and prepare and provide responses.
• Serve as the initial point of contact for the City Manager and present a professional, positive image.
• Prepare agendas and calendars for staff and other designated meetings, and prepare meeting summaries.
• Compile data for meetings, reports, community presentations, Council meetings, and legislative presentations.
• Make travel arrangements and process travel arrangements and post-travel paperwork in accordance with City policies and procedures.
• Conduct complex administrative research projects by gathering and organizing information from multiple sources and departments.
• Perform public relations functions with the public, department heads, officials, personnel, and visitors.
• Review correspondence for routing or routine processing and draft responses for appropriate signature.
• Interpret administrative policies and decisions as explained and directed.
• Relieve the City Manager of clerical details, operational administrative matters, and City Council agenda matters.
• Serve as office manager for the City Manager’s office.
• Follow up with department directors on matters requiring further action after City Council meetings.
• Prepare detailed research projects as assigned by the City Manager.
• Communicate frequently with all levels of City government, external agencies, and the general public.
• Manage confidential and sensitive information and data, and seek resolution as needed.
• Coordinate and provide project management oversight for assigned organizational programs and projects.
• Process purchase orders and payment receipts.
• Process monthly bank statements for City-issued P-cards.
• Assist with preparation of annual fiscal-year budget documents.

What This Job Offers

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