Executive Assistant

The Budget and Management Services Department is seeking a highly skilled Executive Assistant. This position will report directly to the Budget Director and plays a critical role in organizing operations, facilitating communication, supporting special initiatives, and coordinating executive-level functions in a timely, professional, and confidential manner.

The Executive Assistant provides advanced administrative support to department leadership to ensure the effective operation of the assigned department. A successful candidate in this role coordinates communication between department leadership and internal and external stakeholders. Conducts research, prepares reports and handles information requests. Manages department leadership calendars, schedules meetings and appointments, and other related tasks. May act as Human Resources liaison for recruitment, human resource actions, and required testing. Provides guidance and direction to administrative staff.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Provide high-level administrative support for department leadership by managing purchases and invoices, schedule and coordinate meetings and events, prepare agendas and materials, transcribe meeting minutes, book and manage travel, schedule appointments, and ensure timely follow-up on action items.
• Independently draft, edit, and format professional correspondence, reports, contracts, and presentations, ensuring accuracy, clarity, and alignment with municipal standards.
• Coordinate the preparation and submission of sensitive and confidential documents, including reports for internal and external stakeholders, executive summaries, contracts, and grant-related documentation.
• Provide oversight, coordination, and backup for city-wide room scheduling.
• Monitor and track project timelines, budgets, and internal deadlines, compiling and analyzing relevant data to support executive decision-making.
• Screen and prioritize calls and requests from internal staff and customers. Handle sensitive and confidential issues and records; resolve customer complaints; and refer customers to the appropriate resource.
• Act as a resource for information and/or support. Plan and orchestrate work to ensure executives and managers meet departmental and city priorities, and organizational goals.
• Serve as the point of contact for all HR and Payroll related matters and interact on a daily basis with members from other departments including HR, IT, Payroll and Talent Acquisition.
• Perform paraprofessional analytical work.
• Research, compile and summarize information and data; prepare and maintain reports, databases and presentations.
• Plan and coordinate department-led meetings and training, including scheduling and logistical support.
• Maintain department supplies, files, records, and documentation in accordance with retention policies.

Education and Experience:

Knowledge of:

• City processes and associated deadlines, city software, city policy, government regulations
• Modern office practices and procedures including the use of standard office equipment and computer applications such as word processing, database, and spreadsheet applications
• Administrative procedures and communication practices

Skill in:

• Exceptional customer service
• Identifying and addressing challenges that arise while maintaining productivity and efficiency

Ability to:

• Facilitate effective teamwork with colleagues and stakeholders; foster positive relationships and achieve common goals
• Maintain the confidentiality of information