Executive Assistant

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Job description

Posting Open Until Filled

Salary Range: $47,133.90 - $62,880.91

Our culture in the Department of Atlanta Information Management (AIM) is rooted in our shared core values: Trust, accountability, collaboration, service, and integrity. The AIM team understands our role as a strategic partner to departments throughout the city; we strongly believe technology has the potential to elevate the City of Atlanta and is essential to moving the mayor's vision forward. With the effective use of technology, we become more efficient, more effective, and innovative. We become more capable of enhancing the experience of all affected by City government. AIM's mission is to advance Atlanta by being consistent in the delivery of innovative, reliable, secure, and user-focused technology solutions.

Our team members exemplify the shared core values above, so if you have these characteristics, consider joining us as we work to advance technology for the city, its esteemed citizens, and valued visitors.

General Description and Classification Standards

The Atlanta Information Management (AIM) Executive Assistant to the Chief Information Officer (CIO) for the City of Atlanta and Commissioner of AIM oversees and performs technical and administrative duties supporting the CIO. This role serves as a liaison between citywide departments and external entities as it pertains to the responsibilities and relationships of the CIO. This is an experienced and skilled position that routinely works with the most challenging assignments under little to no direct supervision; serves as a specialized subject matter expert in one or more specific areas; and guides the work of others to support the administrative needs of the Office of the CIO (OCIO). This position reports directly to the Office of the department's Chief of Staff.

Key Responsibilities

All responsibilities captured below are exclusively to support the CIO and the OCIO.

• Performs a wide variety of executive administrative duties as required. Coordinates activities and schedules for the CIO.
• Develops and recommends office policies, procedures, and systems; ensures smooth operations.
• Researches and analyzes routine administrative projects for the CIO.
• Receives and screens all communications of the CIO, including telephone calls and email messages; provides assistance by using independent judgment to determine messages that require priority attention; prioritizes and facilitates communication.
• Prepares and reviews/proofreads written communications and reports for typographical consistency, grammar, and correct spelling; drafts correspondence, schedules, memos, spreadsheets, and other documents from notes, dictation, and other sources. Independently responds to letters and general correspondence of a routine nature.
• Proofreads and edits documents for accuracy and format; distributes documents as instructed.
• Serves as a CIO representative on special projects, committees, and task forces as assigned.
• Makes travel arrangements for the CIO and reconciles expenses; maintains appointment schedules and calendars; arranges meetings and conferences.
• Provides follow-up to assignments given to members of the management team by the CIO and provides status reports.
• Accompanies the CIO to various onsite and offsite events, including relevant CIO board meetings to capture minutes, action items, and follows up as needed to ensure completion.

Knowledge, Skills, and Abilities

• Exceptional leadership skills with exceptional communication and executive presence.
• Demonstrates extremely high emotional intelligence and professionalism.
• Ability to collaborate with high-performing teams and individuals throughout and external to the city to accomplish common goals.
• Strong analytical, organizational, problem-solving, and operational management skills.
• Written and verbal communication skills needed to effectively articulate complex technology topics across all levels of the organization.
• Operates with a sense of urgency and understanding of business impact.
• Solid organizational, management, human relations, technical, time management, maintaining records, project management, and coordination.
• Knowledge and skills in the use of computers including proficiency in Microsoft Suite. 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. Skill in communicating and interacting with subordinates, elected officials, management, employees, and members. Ability to develop and administer operations and staff plans and objectives; ability to develop and implement long-term goals to promote effectiveness and efficiency. Ability to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to operations and activities. Ability to effectively communicate and interact with management, employees, members of the general public, and all other groups involved. Ability to assemble information and make written reports and documents in a concise, clear, and effective manner. Ability to use independent judgment and discretion including the handling of emergency situations, determining, and deciding upon procedures to be implemented, setting priorities, maintaining standards, managing workload, and resolving problems. Ability to comprehend, interpret, and apply regulations, procedures, and related information. Ability to read, understand, and interpret reports and related materials.

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