Transportation & Environmental Services (T&ES) Administrative Support Manager

3 weeks ago

Alexandria, Virginia, United States City Of Alexandria Virginia Full time
Transportation & Environmental Services (T&ES)

Administrative Support Manager

An Overview
Are you ready to play a pivotal role in shaping the future of Alexandria's transportation and environmental landscape? We're seeking an accomplished Administrative Support Manager to support the Director of Transportation & Environmental Services (T&ES), overseeing a wide-ranging portfolio encompassing transportation, environmental services, stormwater management, sanitary sewers, utilities, and right-of-way management.

About the Role
The Administrative Support Manager provides high-level administrative support to the Director and plays a critical role in ensuring the efficient operation of the Director's office and the administrative support staff. Your role will involve collaborating closely with the T&ES Director to ensure the seamless operation of the department and the successful execution of various projects and initiatives. This position requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. The Administrative Support Manager will manage the Director's schedule and administrative support staff; coordinate meetings and events, and serve as a liaison between the Director's office and internal and external stakeholders..

The Opportunity
Manage the Director's calendar, including scheduling meetings, appointments, and travel arrangements. Prioritize conflicting requests and ensure the Director's schedule is optimized for maximum efficiency.Serve as the primary point of contact for the Director's office, screening and directing incoming calls, emails, and correspondence. Draft and prepare correspondence, reports, and presentations on behalf of the Director.Coordinate meetings, conferences, and events for the Director, including logistics, agendas, and materials preparation. Attend meetings as needed to record minutes and follow up on action items.Maintain accurate and up-to-date records, files, and databases for the Director's office. Organize and manage documents, reports, and other materials in both electronic and physical formats.Serve as a liaison between the Director's office and internal departments, elected officials, community organizations, and the public. Build and maintain positive relationships with key stakeholders on behalf of the Director.Provide administrative support for special projects and initiatives led by the Director. Conduct research, compile data, and prepare presentations or reports as needed.Handle sensitive and confidential information with the utmost discretion and professionalism. Maintain strict confidentiality in all communications and interactions on behalf of the Director.Assist with office operations, including procurement of supplies, equipment maintenance, and coordination of office logistics. Ensure the Director's office is organized, efficient, and welcoming to all.Manage T&ES legislative sessions when the budget season commences. This will include operating Legistar software.Assist or lead grant administrative activities from time to time.Engage daily in the T&ES culture, while working fully onsite to contribute to our team's success and camaraderie.What You Should Bring
We're seeking an individual with a proven track record in administrative roles. Your adept organizational skills, clear communication abilities, and proficiency in software such as Microsoft Office Suite are key. You should excel at multitasking, collaborating effectively, and demonstrating problem-solving skills while maintaining confidentiality. Bonus points for familiarity with public works or related fields. Your role will be pivotal in supporting the Director and contributing to the department's success.
About the Department
T&ES is a community partner in shaping a livable, green, and prospering Alexandria. We plan, build, operate, and maintain transportation systems and infrastructure that improve mobility and provide people and businesses with core public services. The work we do keeps Alexandrians moving, growing sustainability, and thriving. If you are curious for a broader view of our City, click City of Alexandria to learn more.

Minimum & Additional Requirements

Minimum: Four-Year College Degree in public or business administration, and one year of experience in management analysis, customer services resolving end-user problems, or a closely-related field; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Preferred Qualifications

To be considered a preferred candidate, you must possess a Master's Degree in a related field along with a minimum of five years of practical experience in administrative or executive support roles, particularly as an Executive Assistant in a dynamic environment. You should have excellent communication skills, both written and verbal, with the ability to interact professionally with diverse stakeholders.
You should have a strong organizational skills and attention to detail, with the ability to multitask and prioritize competing demands effectively. You should have discretion and integrity when handling confidential information and sensitive matters. Ability to work independently with minimal supervision and as part of a team in a fast-paced environment. Have the flexibility to adapt to changing priorities and willingness to take on new responsibilities as needed.

Notes

This position requires the successful completion of pre-employment background checks.
This position requires you to be fully onsite.

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