Executive Assistant

The Executive Assistant provides executive and administrative support to the Councilmember while overseeing the daily operations of the City Hall office. This position manages the Councilmember's schedule, correspondence, meeting preparation, and follow-up; coordinates office administration and special projects; and serves as a key point of contact for constituents, community stakeholders, and City departments. The Executive Assistant ensures efficient office operations, supports neighborhood service requests, and helps advance the Councilmember's legislative and community priorities through exceptional organization, communication, and neighbor service. Essential FunctionsScheduling and Administrative Support for Councilmember – 50%:Manage the Councilmember’s schedule, prepare daily agendas, draft appointment memos, and take meeting notes.Communicate professionally and promptly regarding meeting/event requests, gathering all necessary logistical details (e.g., speaking expectations, schedule breakdowns, parking arrangements).Collaborate with the Chief of Staff and team to ensure the Councilmember is prepared for all engagements, with appropriate staffing and follow-up.Handle personal correspondence, including thank-you notes, condolences, and honorific messages, ensuring all communications reflect the Councilmember’s voice and values.Monitor the Councilmember’s email correspondence, assign tasks, ensure timely follow-up, and document outcomes accurately.Track reimbursements, gifts, and other duty-related activities to ensure compliance with regulations.Maintain organized records of the Councilmember’s notes, requests, and follow-up actions for efficient tracking and accountability.Office Management – 30%:Process and record all mail correspondence, maintain an organized tracking system, and ensure timely follow-up after obtaining approval.Manage intern onboarding and programing in collaboration with the Chief of Staff.Coordinate event and ticket requests, as well as the ticket and tour requests.Handle supply orders, coordinate Central Duplication (City Printshop) orders, and serve as liaison with Administration Services and Council Support (IT unit).Manage guest accommodations and City Hall tours.Maintain an accurate and up-to-date digital database of sign-in sheets, event planning documents, and other essential operational materials.Neighborhood Services and Special Projects – 20%:Manage incoming calls for the City Hall office, documenting all messages and neighbor opinions, including full name, address, and relevant details.Welcome visitors to the City Hall office and maintain detailed records for administrative purposes.Handle neighbor and stakeholder requests related to city events and permits, including street closures, Office of Special Events permits, and showmobile requests.Assist neighbors with issues that arise from calls, walk-ins, or tasks assigned by the Councilmember and Chief of Staff, in collaboration with the Neighborhood Services Team.Coordinate, plan, and execute office events, community events, festivals, and other special initiatives, ensuring seamless logistics, stakeholder coordination, and successful event delivery.Competencies, Knowledge, Skills and AbilitiesOrganizational Skills: Effectively manage multiple projects and tasks, be efficient and accurate, be punctual, accountable, a collaborator, self-starter, and adept at changing priorities and needs.Warm Greetings: Create a welcoming environment by greeting neighbors with kindness and respect.Active Listening: Engage with community members to understand their needs and concerns thoroughly.Community Engagement: Build strong relationships with residents and local organizations to foster collaboration