Executive Administrative Assistant -Community Initiatives
Executive Administrative Assistant -Community Initiatives
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$ 60000 - 65000
1 Vacancy
Job Description
SALARY: $60000- $65000
POSITION SUMMARY: The Executive Assistant will provide administrative support for the Chief Community Officer and executive level staff while exercising a high degree of discretion.
SUPERVISION EXERCISED: Supervisory responsibility of Venues Parks & Arts interns and managers.
As a leader and employee of the City of South Bend you are called upon to serve in a manner that supports Our Core Values: Excellence Accountability Innovation Inclusion and Empowerment as you carry out our primary employee expectations: Champion Values & Organizational Pride Champion Operational Excellence Make Sound Decisions Embrace Coaching and Accountability Communicate with Excellence Value Diverse People and Perspectives Embrace Personal Development Exhibit a Positive Attitude and Own Your Health Wellness & Safety
ESSENTIAL DUTIES AND RESPONSIBILITIES: This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.
- Assist in resolving customer concerns through listening analyzing investigating mediating providing information and referrals.
- Compose correspondence responding to constituent concerns requests for information and interdepartmental communication.
- Manage schedules for the Chief Community Officer including meetings public appearances receptions ceremonial events speaking engagements and travel arrangements.
- Prepare briefing materials and remarks as need.
- Prepare commendations reports agenda packets public notices and meeting minutes for various divisional needs.
- Assist in preparation public meetings including scheduling logistic setups technology needs creating and distributing invitations collecting RSVPS and preparing presentation materials.
- Assist in the preparation and production of annual report.
- Review distribute and follow through on all incoming office communications.
- Work on filing and information management for department as well as leadership and all-staff events.
- Communicate and provide assistance to the Board of Park Commissioners.
- Coordinate office equipment needs supplies purchases and maintenance.
- Serve as greeter for office visitors and vendors.
- Provide additional support and assistance in the efficient and effective delivery of City services through the Department staffing events and programs as necessary.
- Maintain a clean orderly office environment.
- Pursue special projects as assigned by Chief Community Officer.
NON-ESSENTIAL/MARGINAL FUNCTIONS: Other duties as assigned.
QUALIFICATIONS To perform this position successfully an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION / QUALIFICATIONS:
- Bachelors degree and/or at least 5 years of executive level administrative support or office management experience.
- Must be able to work a flexible schedule including some evenings and weekends in a fast paced environment.
- High level of proficiency with Excel PowerPoint Outlook and Microsoft Word. SharePoint experience a plus but not required.
KNOWLEDGE AND ABILITY:
- Professional business acumen capable of interacting with staff at all levels.
- Proven ability to manage multiple tasks in a fast-paced environment.
- Ability to work with conflicting deadlines and exercise good judgment in a variety of situations.
- Ability to effectively meet and interact with the public work cooperatively with others and handle stressful situations.
- Highly skilled in Outlook Word Excel and PowerPoint.
- Strong written and verbal communication administrative and organizational skills.
- Ability to use tact discretion poise and diplomacy in difficult situations as well as flexibility and a positive approach.
CERTIFICATES LICENSE REGISTRATION: Valid Drivers License or ability to obtain one.
EQUIPMENT: Landline and Cell Phones; Scanner; Desktop and Laptop Computers; Fax Machine; Copier
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is frequently required to sit and walk and talk or hear. The employee is occasionally required to walk; use hands to fingers handle or feel objects tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.
WORK ENVIRONMENT: Work is performed in office settings with moderate inside temperatures. The noise level in the work environment is usually quiet to moderate. Entire office is smoke free.
REQUIRED: Pre-employment drug screen Background check
Equal Employment Opportunity Employer
Employment Type
Full-Time
