Executive Assistant, Sr

---

Job description

Job Expires: 10/4/24

Salary Range: $72,682.62 - $84,640.75

General Description and Classification Standards

This position provides analytical, executive secretarial and advanced administrative support to the Deputy Commissioners of the Department of City Planning. Duties include, but are not limited to: maintaining calendars and organizing meetings; maintaining communication links with senior management; preparing, reviewing, distributing, and / or filing routine correspondence, memoranda, letters and reports and presentations; attending staff and other meetings; participating in the development and implementation of department initiatives and carrying out special projects of an administrative or office operations nature; assisting with the planning and implementation of community outreach activities; providing direction on managerial or administrative policies and procedures; answering calls and responding to public inquiries concerning City operations, policies or other activities; and providing assistance, support and direction to other department administrative staff as necessary.

Supervision Received

Works under minimal supervision; can set own work sequence and pace within process/department limitations.

Essential Duties & Responsibilities These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned:

• Provides a variety of routine and complex clerical, administrative and technical work in the administration of the Department.
• Using excellent customer service skills; establishes and maintains effective working relationships with other employees, officials, and all members of the public.
• Assembles background materials, prepares agendas, takes minutes and records action items for various meetings, as required.
• Capable of creating graphs and charts to effectively communicate statistical information from raw data bases, as requested.
• Provides administrative assistance to Department and participates in event planning for functions as directed.
• Composes, transcribes, types, and edits a variety of correspondence, reports, memoranda, forms, minutes, documents and other material requiring judgment as to content, accuracy and completeness.
• Assists in the tracking and monitoring of assigned projects and / or special department projects.
• Receives visitors and answers questions.
• Responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
• Establishes and maintains administrative filing systems, including maintenance of confidential information.
• Assists with travel arrangements and prepares expense reports.
• Coordinates and schedules meetings and appointments for Department as needed.
• Other duties as determined by business needs.

Decision Making

Uses independent judgment and discretion, including the handling of confidential or emergency situations, to determine and decide upon procedures to be implemented, setting priorities, maintaining standards and resolving problems; selects from multiple procedures and methods to accomplish tasks; applies organizational policies.

Leadership Provided

Typically has formal project management and/or skills development responsibilities.

Knowledge, Skills & Abilities This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.

• Knowledge of management and administrative practices, policies and procedures.
• Skill in effectively communicating and interacting with management, employees, members of the public and all other groups involved in the activities of the City.
• Ability to assume responsibility for completing assigned work on or before deadlines in accordance with directives, policies, standards and prescribed procedures.
• Intermediate proficiency with MS Office and particularly able to demonstrate a high level of proficiency with MS Excel.
• Excellent technical, oral and written communication skills to effectively communicate across all levels of management and employees. Providing outstanding customer satisfaction (internally and externally).
• Willingness and ability to multi-task in a high energy and fast paced work environment; providing detail oriented and organized work products; performing proactively and with flexibility.
• Working cooperatively and collaboratively with all levels of employees and management to maximize performance, creativity, problem solving and results.
• Aptitude to deal with confidential matters tactfully and with good judgment.
• Collaborative team player working out solutions for delivery.
• Analytical skills to research, report, and troubleshoot process inefficiencies.
• Strong communication and customer service skills.
• Ability to follow direction and work independently.
• Thorough knowledge of management and administrative practices, policies and procedures as necessary in the completion of daily responsibilities.
• Ability to administer policies, procedures, plans and activities; implement operations plans and objectives; and implement long-term goals for the department to promote effectiveness and efficiency.
• Has extensive knowledge of applicable policies, standards and regulations pertaining to the specific duties and responsibilities of the job.
• Ability to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to business office and / or departmental operations and activities.
• Ability to effectively communicate and interact with management, employees and members of the public.
• Ability to assemble information and make written reports and documents in a concise, clear and effective manner.
• Has good organizational, management and technical skills.
• 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, and resolving problems.
• Ability to comprehend, interpret, and apply regulations, procedures, and related information.
• Mathematical ability to handle required calculations and able to read, understand and interpret personnel and financial reports and related materials.

<!– job description page –>