Executive Assistant

Position Summary The Executive Assistant (EA) provides comprehensive support to the Councilmember, managing their schedule, preparing agendas, taking meeting notes, and handling personal correspondence. The Executive Assistant reports directly to the Chief of Staff, ensuring the Councilmember is well-prepared for all engagements and that office activities are accurately tracked and compliant with regulations. In addition, the Executive Assistant handles the office administration, including managing incoming mail, coordinating events, and assisting with staff onboarding. The Executive Assistant also handles neighborhood services, responding to calls at City Hall, and helping neighbors with permits and event requests. Furthermore, the Executive Assistant supports the Chief of Staff with project planning, coordination, and reporting on key office initiatives.  Essential Functions Scheduling 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 – 25%:  Oversee office management for the City Hall office and provide administrative support to the District Office. Process and record all mail correspondence, maintain an organized tracking system, and ensure timely follow-up after obtaining approval. Manage staff and intern onboarding in collaboration with the Chief of Staff. Coordinate event and ticket requests, as well as the giveaway program, working closely with the Director of Neighborhood Services and Chief of Staff. 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. Coordinate robocall communications and manage the intake, writing, and tracking of honorific correspondence with the Communications Team. Maintain an accurate and up-to-date digital database of sign-in sheets, event planning documents, and other essential operational materials. Neighborhood Services – 15%:  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 Director of Neighborhood Services. Administrative Support for Chief of Staff and Special Projects – 10%:  Manage and coordinate the calendar for the Chief of Staff, ensuring preparation for meetings and engagements. Support the planning, execution, and realization of the Councilmember’s programs and projects, contributing to strategic objectives. Assist the Chief of Staff in building and maintaining relationships with community organizations, fostering collaboration and engagement, and supporting projects as assigned.  Competencies, Knowledge, Skills and Abilities Organizational 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