Executive Administrative Assistant

Job Title:  Executive Administrative Assistant

Department:  Mayor

Salary:  Grade 17

Hours:  Daytime (occasional overtime may be required)

Summary:

This position is responsible for providing complex and diversified administrative support to the Mayor’s office and promoting public relations for the City. The Executive Administrative Assistant represents a professional image, providing excellent customer service and exhibiting an encouraging and positive attitude toward the organization, community, and others. Reports directly to the Mayor.

Primary Responsibility:

• Serves as liaison between the Mayor and department heads, employees, and visitors in handling problems, questions, or requests that are received by the Mayor's office. Makes decisions in the Mayor’s absence and/or directs these matters to the proper individual.
• Prepares correspondence, reports, presentations, press releases, etc.
• Develops and disseminates engaging content for the city’s website, social media platforms, and other media outlets to provide information about city initiatives, events, and important updates.
• Provides lead administrative coordination and support for City-sponsored special events
• Coordinates and prepares for meetings, conferences, tours, etc.
• Participates and attends community or civic meetings and events with and for the Mayor as requested.
• Undertakes special projects and conducts research on various municipal issues as assigned.
• Meets and greets visitors and the general public.
• Answers phone calls and emails and directs or responds in an appropriate manner.
• Maintains the Mayor’s schedule, as well as conference room(s) scheduling and availability.
• Assists the Mayor with annual budget preparations
• Performs other job-related duties as assigned.

Knowledge, Skills & Abilities:

• Knowledge of the City’s organizational structure and general departmental operations.
• Knowledge of general policies, procedures, ordinances, and resolutions governing the operation of the City.
• Knowledge of City personnel practices and procedures.
• Excellent writing skills are essential.
• Knowledge of proper grammar is crucial in oral and written communications.
• Knowledge of modern office practices, procedures, systems, and equipment. 
• Ability to perform work through specific and general delegation by the Mayor with considerable latitude for the exercise of independent judgment
• Ability to maintain confidential files in a timely, efficient and orderly fashion.
• Ability to establish and maintain relationships with the general public, elected officials, department heads, business and community leaders, etc.
• Ability to function well under very stressful and hectic conditions often handling numerous projects at any given time   
• Demonstrated ability to act with tact and discretion in managing highly confidential, sensitive or political matters
• Successful candidate is proactive, detail-oriented, and possesses exceptional organizational skills

Job Requirements:

• Must have an Associate’s Degree from an accredited two-year institution; Bachelor’s degree in Communications, Public Administration, or a related field preferred.
• Minimum of 3 years of responsible professional administrative experience required; experience in public administration preferred.
• High level of computer proficiency with demonstrated experience with Microsoft Office, Adobe products, Canva, and related.
• Must have excellent communication skills in expressing ideas clearly and concisely both orally and in writing and professional phone etiquette.
• Must be high energy and be focus driven with considerable knowledge of the principles and practices of public administration in general.  
• Willing to travel overnight to attend continuing education courses/workshops as necessary.
• Willing to work non-standard hours and overtime as required. 

Posting Dates:  7/10/2024 – 7/24/2024

External applicants may apply online at alexandercityal.gov or in person at the Alexander City Municipal Complex. Internal applicants should contact Kristin Joiner to apply at kristin.joiner@alexandercityal.gov.   Seniority alone will not be the determining factor.  Applicants must meet all requirements. 

City of Alexander City is an Equal Opportunity Employer