Executive Assistant - Mayor's Office

Administrative Assistant

The Mayor is the executive officer of the City and manages all of the City departments and employees. Perform responsible clerical work in the Mayor's Office and maintain regular professional contact with internal and external sources from diverse backgrounds. Under the direction of the Operations Manager Office of the Mayor, general objectives are established. Employee is required to select own method to accomplish tasks. Work is subject to evaluation on the basis of obtained results.

The following responsibilities and requirements are functions the individual who holds or desires the position must be able to perform unaided or with the assistance of a reasonable accommodation.

Key responsibilities include :

• Maintains the Mayor's daily calendar requests and scheduling.
• Work collaboratively with internal and external customers to include governmental agencies, private businesses, civic organizations, and citizens.
• Within scope of responsibility, assist office in handling a wide variety of issues.
• Ensures the Mayor is provided clear and accurate briefing materials for each event / meeting.
• Prioritize incoming requests from a variety of customers in person, via e-mail, or via telephone. Determine required action and handle issues through resolution, or route as appropriate while ensuring follow up and closure.
• Answers phone calls daily for Mayor's Office.
• Use City vehicle to provide transportation, as necessary.
• Assist in composing correspondence and prepare communication for the Mayor's signature, including but not limited to letters, envelopes, mass mailings, proclamations, retirement certificates, service pin letters, etc.
• Maintain filing and records management system as well as other office flow procedures.
• General housekeeping : kitchen, conference room, preparation / clean-up for all Mayor's Office meetings and events.
• Anticipate and meet the needs of both internal and external customers. Deliver high-quality products and services with a demonstrated commitment to continuous improvement.
• Coordinates recruitment, application intake, and approval processes for Boards and Commissions.
• Assists in planning events by tracking mailings, collecting RSVP's and other duties as assigned.
• Performs other duties as assigned to support the efficient and responsive operation of the Mayor's Office.

Knowledge of modern office and administrative practices and procedures, records maintenance and retention procedures. Ability to maintain confidentiality on highly sensitive issues, handle affairs of high visibility office, rapidly learn policies, procedures, and activities of the Mayor's Office, exercise sound judgement, solve problems, coordinate, and facilitate activities within areas of responsibility, work without direct supervision, work cooperatively with Mayor's Office team and maintains positive relationships, answer Mayor's Office daily phone calls, always interact in a professional and courteous manner with internal and external constituencies as a representative of the Mayor's Office, compose clear, concise, and accurate reports using data and research gathered by self and others to effectively present to various audiences both orally and in writing, use independent judgement to effectively prioritize tasks, organize multiple projects, meet deadlines, and work well under pressure, work daily in Mayor's Office at City Hall, adapt to other duties as assigned and prioritize, organize, and plan work as needed to meet objectives, collect and organize information, be thorough when performing work and conscientious about attention to detail. Skill in tactful and effective written and verbal communication, proficient use of Microsoft Office suite and virtual communication tools. Work is conducted primarily in an office setting. Incumbents are expected to communicate verbally, in person, and via telephone. A computer terminal is used, and this requires the use of repetitive arm-hand movements. The incumbent must be able to occasionally lift and / or move up to 20 pounds.

Any combination equivalent to the experience and education that would likely provide the relevant knowledge and abilities would be qualifying. Generally this will include : Education : Bachelor's Degree or alternatively two years of related work experience in progressively responsible administrative support functions. Additional education in a related field may be substituted on a year-for-year basis for up to two years administrative experience. Experience : At least two (2) years of increasingly responsible experience in administrative support functions.

Valid driver's license. As an exempt employee of the City of Spokane, the Executive Assistant is subject to the City's Code of Ethics set forth in Chapter 1.04A of the Spokane Municipal Code. We are an equal opportunity employer and value diversity within our organization. We do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, familial status, genetic information, veteran / military status or disability status.