Executive Assistant

7 days ago

Texas, United States ZHH Staffing Full time
Job Summary:

The Executive Administrative Support role is a critical position that provides essential administrative assistance to City executives, ensuring seamless communication and coordination across various City of Austin departments, community leaders, and the public. This position requires strong organizational, communication, and interpersonal skills, as well as the ability to manage multiple priorities while maintaining a high level of professionalism and confidentiality.

Key Responsibilities:
  • Serve as the primary administrative support for City executives, including scheduling meetings, managing calendars, and handling correspondence.
  • Act as a liaison between City executives, City of Austin departments, community leaders, and the public.
  • Assist in the preparation of reports, presentations, and documentation for executive meetings.
  • Manage daily communications, including emails, phone calls, and written correspondence on behalf of executives.
  • Coordinate and plan meetings, events, and other engagements, ensuring smooth logistics and execution.
  • Maintain records, files, and other administrative documents for easy retrieval and use.
  • Assist with special projects as assigned, providing research and administrative support as needed.
  • Handle confidential information with discretion, ensuring the security of sensitive materials.
  • Prepare travel arrangements for executives, including transportation, accommodations, and itineraries.
  • Provide technical and clerical support to ensure efficient day-to-day operations.
Requirements:
  • Graduation with a Bachelor's degree from an accredited college or university with major coursework in Business Administration, Public Administration, or a related field.
  • At least four years of experience in an administrative or executive secretary capacity.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office management software.
  • Strong organizational, communication, and interpersonal skills.
  • Ability to prioritize tasks and manage time efficiently in a fast-paced environment.
Preferred Qualifications:
  • Experience working in a public sector or government office, particularly in a role supporting high-level executives.
  • Familiarity with City operations, procedures, and communication protocols.
  • Strong ability to work under pressure while maintaining attention to detail and accuracy.
Working Conditions:

This position is primarily office-based, with standard working hours. Occasional overtime may be required for events, special projects, or meetings.

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