Executive Assistant to City Manager

Job Summary

The Executive Assistant to the City Manager provides high-level administrative, organizational, and confidential support to the City Manager and executive leadership team. This position manages complex schedules, coordinates citywide communications, oversees administrative operations within the City Manager’s Office, and serves as a key liaison between the public, city staff, elected officials, and external partners. The role requires excellent judgment, professionalism, and the ability to work in a fast-paced environment with competing priorities.

Essential Duties And Responsibilities

• Receiving, screening and processing telephone calls and serving as receptionist for department; handling complaints; assisting the public; typing, word processing and data processing duties; maintaining records and files; preparing reports.
• Transcribes correspondence; composes routine correspondence; types a variety of complex reports and materials;
• Answers questions and responds to inquiries or complaints on department and/or operations, policies and procedures;
• Provide comprehensive administrative support to the City Manager Office staff, including maintaining calendars and scheduling appointments; preparing agendas, and coordinating travel.
• Serves as the primary point of contact for the City Manager’s Office; respond to inquiries from residents, businesses, community groups, and government agencies.
• Prepare, edit, and proofread correspondence, reports, presentations, and confidential documents.
• Work with City Clerk’s Office to coordinate City Commission agenda items, packets, and related meeting materials; ensure timely submission and accuracy when needed.
• Manage special projects, research assignments, and citywide initiatives as directed by the City Manager.
• Track deadlines, project workflows, and follow-up tasks for the City Manager and leadership team.
• Attend meetings, take minutes, and prepare official records when needed.
• Maintain sensitive and confidential information in accordance with city policies at all times.
• Coordinate internal communication between the City Manager’s Office, department directors, and City Commission members.
• Assist with budget preparation, purchasing, invoices, and administrative reporting.
• Plan and coordinate events, community meetings, and staff functions.
• Perform other duties as assigned.
  
  

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

Supervisory Responsibilities

None

Knowledge, Skills, And Abilities

• Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques
• Thorough knowledge of business English, spelling and arithmetic
• Thorough knowledge of the organization and function of the department and of general administrative policies and practices
• Ability to keep office records and to prepare accurate reports from file sources
• Ability to perform and organize work independently
• Ability to type and transcribe dictation at a reasonable rate of speed
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor
• Skill in the operation of personal computer equipment and related office software
• Ability to establish and maintain effective working relationships with associates and the general public.
• Strong verbal and written communication skills.
• High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and/or other administrative platforms.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Demonstrate ability to manage multiple priorities under tight deadlines.
• Experience working with City Commission or municipal governing bodies.
• Knowledge of public administration procedures and municipal operations.
• Experience with agenda preparations
• Professionalism and discretion
• Customer service and interpersonal communication
• Time and project management
• Problem-solving
• Independent judgment
• Adaptability and initiative
  
  

Education And Experience

Associates degree from an accredited college or university; 3-5 years of administrative support experience preferable in government, public administration, or executive level environments; or an equivalent combination of relevant education and experience which provides the necessary intermediate knowledge, skills, and abilities and other competencies necessary for the position.

Licenses, Certifications, Special Requirements

• Valid Florida Drivers’ License required
• This position may be designated as Mission Critical by the City Manager
  
  

Physical And Mental Demands

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, as established in the Americans with Disabilities Act.

Essential Physical Skills

• Prolonged period of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at a time
  
  

Mental Demands

• Required to use written and oral communication skills
• Read and interpret data, information and documents
• Work under deadlines with constant interruptions
  
  

Supplemental Information

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This is a sedentary position in an office environment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Performs other related duties as assigned.

All City of Bartow employees are considered EOC essential in times of emergency. An e-role will be provided to each employee when an emergency is declared.

As a City of Bartow employee, you are a public servant of a local entity and are responsible to adhere to the Florida State Statute governing the Code of Ethics for Public Officers and Employees Florida State Statute Chapter 112. Additionally, all Bartow employees are subject to Chapter 119 of the Florida State Statutes which governs public records.