Job Description
Administrative Assistant – Executive Office Position Type: Full-Time |
Department: Executive/Administrative Services
Reports To: City Manager or Executive Leadership
#TCFL
Position Summary The Administrative Assistant provides high-level clerical and administrative support to the Executive Office. This role is responsible for managing office communications, maintaining records, and assisting with day-to-day operations. The ideal candidate demonstrates excellent organizational, interpersonal, and multitasking skills, and thrives in a fast-paced, professional environment.
Key Responsibilities - Serve as a primary point of contact for internal and external communications; greet and assist visitors, manage calls, and respond to inquiries with professionalism.
- Schedule and coordinate meetings, maintain calendars, and support event logistics.
- Maintain both physical and digital department records; perform document retrieval and research as needed.
- Support administrative functions including payroll processing, purchase orders, requisitions, procurement card transactions, and travel coordination.
- Open, sort, and distribute incoming mail; ensure timely delivery of outgoing mail.
- Prepare correspondence, forms, reports, spreadsheets, and presentations using Microsoft Office Suite.
- Monitor and maintain office supplies, ensuring materials are organized and replenished as necessary.
- Provide general administrative support to department managers and assist with special projects or initiatives.
- Perform additional job-related tasks as assigned by leadership.
Qualifications - Proficient in business writing, grammar, spelling, and formatting for professional documents.
- Strong understanding of administrative and office procedures.
- Experience using office equipment including personal computers, multifunction copiers, printers, and scanners.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Ability to perform desktop publishing tasks; experience with print-ready document preparation is a plus.
- Strong multitasking and time management skills; ability to meet deadlines and manage multiple priorities.
- Professional demeanor with excellent verbal and written communication skills.
- Ability to work both independently and collaboratively while maintaining effective working relationships with staff and the public.
Preferred Experience & Education - High school diploma or equivalent required; additional coursework or certification in office administration or a related field is preferred.
- A minimum of four (4) years of administrative support experience in a professional office environment.
- Experience supporting executive-level staff or working within a municipal or government setting is a plus.
(Equivalent combinations of education, training, and experience may be considered.)
Job Tags
Full time,