Executive Assistant To The Mayor

The City of Fairburn is seeking an experienced and professional Executive Assistant to the Mayor. This positionis responsible for providing complex administrative and logistical support to the Mayor whilemanaging designated constituent cases and managing special projects and initiatives. Success in this role requires exceptional organization discretion strong communication and customer service skills and the ability to manage multiple prioritiesin a public-facing politically sensitive environment and be flexible and adapt to rapidly changing needs.

JOB SUMMARY

This position is responsible for performing executive administrative legislative and technical functions while managing the office functions of the Mayors office. Responsibilities include assisting in a variety of initiatives projects events legislative priorities and issues including researching and responding to questions from citizens and stakeholders. This position will act as a liaison with local state and federal agencies while fostering close working relationships with the City Manager City Council department heads and staff various community leaders in schools businesses and public agencies and media position requires a high degree of confidentiality and discretion in a publicly sensitive environment. Reports to the Mayor.

ESSENTIAL JOB FUNCTIONS

• Provides complex executive administrative technical and office management support to the Mayor and occasionally provides assistance to members of City Council at the direction and approval of the Mayor.
• Receives screens researches and responds to constituent complaints requests and concerns referring complex issues to appropriate staff or departments. Assists in the resolution of problems and concerns through explanation of City or departmental practices and policies.
• Plans coordinates and manages special projects and tracks progress on city-wide initiatives.
• Ensures meeting preparation for work sessions and council meetings to include preparing supporting documents for the agenda packet that require legislative action on behalf of the Mayors Office. Reviews full agenda packet and prepares the Mayor prior to the meeting.
• Prepares responses to correspondence; coordinates proclamations and other documents to be issued by the Mayor.
• Strategically manages the Mayors complex calendar scheduling appointments meetings and community/intergovernmental engagement events; identifies potential conflicts and makes the most effective use of the Mayors time.
• Arranges the Mayors travel itinerary reservations security and all logistical details working with the Communications Department as necessary.
• Reserves City facilities for meetings as necessary and assists in planning and executing municipal events such as the State-of-the-City address or ceremonies in collaboration with the Communications department.
• Processes requisitions and payment of invoices and/or reimbursement of business expenses including travel expenses mileage and p-card usage in accordance with City policy.
• Provides strategic planning and long-term support of the Mayor to include identifying areas for operational improvement within the Mayors office.
• Routes press inquiries and news releases to the Communications Director according to Communications protocol and works collaboratively on preparing speeches talking points and quotes for the Mayor. Maintains a good working relationship with members of the media; supplies appropriate and accurate information as authorized.
• Keeps accurate logs of all contracts bonds agreements letters MOUs proclamations meeting minutes or other legal documents which the Mayor signs and routes for final disposition through the City Clerks Office.
• Conducts legislative research in response to city council agenda items and/or to constituent questions and concerns.
• Alerts the Mayor to information and problem areas needing attention or awareness; protects sensitive and confidential information requiring a high degree of discretion.
• Attends work sessions & council meetings of the City Council and other meetings as assigned.
• Attend workshops and training sessions as needed.
• Performs other related duties as assigned.

Education and Experience:

Requires a Bachelors degree in Business Administration Public Administration Communications Political Science or related field; supplemented by five (5) years of management public relations governmental affairs or related experience including at least 2 years supporting a government agency public official or executive or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this job. Municipal or other governmental experience preferred.

Licenses or Certifications:

Valid State of Georgia Drivers License

Special Requirements:

Requires an acceptable general background check to include a local and state criminal history check and an acceptable driving record.

Requires satisfactory results from a pre-employment alcohol and controlled substance testing.

Knowledge Skills and Abilities:

• Knowledge of management and administrative practices policies and procedures as necessary in the completion of daily responsibilities.
• Knowledge of all applicable laws ordinances policies standards and regulations pertaining to the specific duties and responsibilities of the job.
• Knowledge of City and Department policies procedures directives rules and regulations; including City Charter and Code of Ordinances.
• Advanced knowledge and proficiency in Microsoft Office (Word Excel Outlook PowerPoint) virtual meeting platforms and other software programs.
• Knowledge of requirements for storing and maintaining public documents and records; principles and practices of records management in accordance with Georgia Records Retention Schedule.
• Skill in project management and implementation.
• Skill in verbal and written communication for preparing reports and to work effectively with elected officials management city staff members of the public and diverse populations.
• Ability to work in a public-facing politically sensitive environment and be flexible and adapt to rapidly changing needs.
• Ability to exercise tact and discretion when dealing with elected officials City management executives of other agencies and businesses and community leaders.
• Abilit to manage multiple and rapidly changing priorities to meet the needs and expectations of elected and appointed officials.
• Ability to prioritize and plan work activities while utilizing time efficiently.
• Ability to demonstrate accuracy and thoroughness monitors own work to ensure quality and applies feedback to improve performance.
• Ability to manage difficult situations respond promptly to needs solicit consultant feedback to improve service and respond to requests for service.
• Ability to exercise discretion and to maintain confidentiality and safeguard sensitive information.
• Ability to maintain a high degree of accuracy in composing proofreading and typing correspondence forms reports spreadsheets and presentations.
• Ability to use sound judgment in making day-to-day decisions concerning assigned duties and responsibilities.
• Ability to efficiently use a computer and office software printer scanner telephone and other standard office equipment.
• Ability to speak clearly and persuasively; listens and gets clarification when necessary; responds well to questions; demonstrates presentation skills; participates in meetings.
• Ability to apply principles of influence systems such as motivation incentive and leadership and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
• Ability to exercise judgment decisiveness and creativity in situations involving the evaluation of information against sensory judgmental or subjective criteria as opposed to that which is clearly measurable or verifiable.
• Ability to work occasional evenings or weekends for meetings and events.

PHYSICAL DEMANDS

The work is sedentary work which requires exerting up to 10 pounds of force. Work requires Work requires the ability to exert light physical effort which may involve some lifting carrying pushing and/or pulling of objects and materials of light weight. Tasks may involve extended periods of time at a keyboard or workstation. Some tasks require the ability to perceive and discriminate colors or shades of colors sounds and visual cues or signals. Some tasks require the ability to communicate orally.

WORK ENVIRONMENT

Work is performed in an office environment. Essential functions are regularly performed without exposure to adverse environmental conditions.

The City of Fairburn is an Equal Opportunity Employer. To perform this job successfully an individual must be able to perform the essential job functions compliance with the American Disabilities Act (ADA) reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential job functions. Prospective and current employees are encouraged to discuss accommodations with the employer.