Administrative Assistant - Mayor's Office

Position Summary 

This position is responsible for managing complex administrative operations and confidential communications for the Mayor's office while serving as the secondary point of contact for incoming correspondence and maintaining official records. 

Essential Job Duties - Review 

• Screen and respond to a high volume of incoming calls and email correspondence independently. 

• Prepare and distribute administrative procedures and policy memorandums to supervisory staff. 

• Monitor and direct the recording of Mayor's office issues and correspondence. 

• Maintain custodianship of Mayor's documents and records. 

• Compose and prepare confidential correspondence, reports, and complex documents. 

• Create and maintain database and spreadsheet files. 

• Arrange complex travel plans and compile travel-related documents. 

• Additional duties as assigned. 

Qualifications  

• High school diploma with 10+ years of related experience or Associate's degree with 8+ years of related experience. 

• Or an equivalent combination of education and experience. 

• Strong communications skills both verbal and written.  

• Advanced proficiency in administrative operations and executive support. 

• Strong background in records management and document control. 

• Experience in coordinating executive-level communications and schedules. 

• No additional certifications. 

Physical Demands  

• Constantly operates a computer, phone and other office equipment

• Constantly communicates with others to exchange information

• Frequently remains in a stationary position

• Frequently moves about the office to access files and materials

• Occasionally lifts and moves office supplies weighing up to 25 pounds

• Regularly focuses on detailed documents and computer screens

Work Environment  

This job operates in a professional executive level office environment. The role involves regular interaction with high-level officials and requires a high degree of professionalism, strong communication skills  and discretion. 

Supervisory Responsibility  

This position does not have direct reports