Mayor's Executive Assistant

The City of Coeur d'Alene is hiring for a highly skilled Executive Assistant to work for the Mayor, City Council, City Administrator and the Municipal Services Director/City Clerk.

The Mayor's Executive Assistant performs executive level administrative support for the Office of the Mayor, City Council and the City Administrator.  The position also provides administrative support for the Municipal Services Director and other department heads, as well as boards, commissions and committees as assigned.  This position differs from other Executive Assistants or Administrative Assistants with its broader scope of responsibility on a citywide basis and the diversity and complexity of duties.  In addition to similar duties performed by other administrative staff in the city such as taking minutes at meetings, preparing agendas, coordinating meetings, updating the website, processing accounts payable, this position performs research, develops non-routine correspondence, writes routine speeches, investigates solutions to special issues or problems, and facilitates the flow of information between city departments and the Mayor, City Council and City Administrator.   The job requires the ability to maintain a collaborative and cooperative working relationship with elected and appointed officials, other City employees, other organizations and the general public.  Highly developed interpersonal and communication skills are essential, as are time management and organizational skills.  The position reports to the Municipal Services Director, but works independently with latitude for independent judgment and discretion.  The work is accomplished primarily in an office environment.    

• Provides executive level administrative support for the Mayor, City Council, City Administrator, and the Municipal Services Director;
• Drafts routine and non-routine correspondence, speeches, Mayoral Proclamations and retirement letters;
• Conducts background research for the Mayor's State of the City Address and other speaking engagements;
• Prepares and/or assists the City's Municipal Milestones newsletter for distribution internally and externally;
• Performs secretarial duties to assist the Mayor, Council and City Administrators such as making travel arrangements, coordinating calendars, arranging for City representation at meetings, and overseeing advisory boards;
• Schedules and facilitates City Hall Meet & Greets with the Mayor and city dignitaries;
• Prepares routine press releases and posts to social media and website;
• Maintains accurate and up-to-date files;
• Coordinates accounts payable for Municipal Services, Administration, Mayor and Council and balances purchasing card statement;
• Prepares agenda and packets for City Council, General Services Committee, Public Works Committee and other meetings/committees as assigned;
• Provides back-up support for the City Clerk in the preparation of agenda for Council meeting.
• Attend Council meetings, take minutes and follow-up on action items;
• Prepares and presents complex travel arrangements involving multiple parties;
• Calendars and schedules meetings, workshops and special events;
• Maintains and manages the database of committee members tracking service time and expiration dates;
• Maintains the City's website for content (posts agendas, announcements, creates new pages, links, etc.);
• Coordinates student representative recruitment and appointments;
• Provides extensive customer service, education, and information to the public;  
• Plans, organizes, and conducts special projects as assigned;
• Responds to management's, supervisor's, co-workers' and citizens' questions and comments in a courteous, thorough and timely manner;
• Performs time management and scheduling functions, meets deadlines, and sets project priorities;
• Maintains strict confidentiality of all matters;
• Assists other department and City employees as needed or requested;
• Performs all work duties and activities in accordance with City policies, procedures, and safety practices.

• Prepares agenda and minutes for the City's Executive Team;
• Provides back-up support for the Senior Legal Assistant in the prepreation of documents for Council packets;
• Coordinates and schedules meeting of North Idaho Mayor's Coalition;
• Coordinate and schedule the Committee Chairs meeting;
• Proofreads and edits the work of others;
• Coordinates public relations events for the Mayor;
• Performs other duties as assigned.

• Associate's Degree in administrative technology or business management is preferred; and
• Five (5) years of executive level administrative support experience with progressive authority and responsibility, preferably in a political environment; or
• An equivalent combination of education and experience that provides the required skills, knowledge and abilities to successfully perform the essential functions of the position may be considered.

• Municipal government organization and services and inter-relationship of various city functions;
• Operational issues and functions of a political office in a municipality;
• Time management and organization methods and practices;
• Administrative techniques in a modern office environment;
• General bookkeeping and accounting principles and practices;
• Public sector, government, or related environment and operations, including general municipal management terminology, codes, acts, and regulations.

• Demonstrate a high level of organizational and interpersonal communication skills;
• Utilize strong analytical skills to conduct research and manage special projects;
• Professionally represent the Mayor, City Council and City Administrators;
• Multi-task and independently handle a wide variety of issues;
• Communicate effectively in writing and speech;
• Address complex issues and handle potentially difficult situations;
• Use good judgment in problem solving and decision making;
• Communicate facts in an understandable manner and present recommendations in a clear, concise, logical manner;
• Display an attitude of cooperation and work harmoniously with all levels of City employees, the general public and other organizations;
• Assist the public in a professional and courteous manner;
• Proficiently operate computers, software programs, such as Microsoft Word, Excel, PowerPoint, or similar office software to create documents and other materials, maintain information, and generate reports;
• Use English and speak clearly for understanding;
• Maintain a professional demeanor at all times;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Demonstrate integrity and ingenuity in the performance of assigned tasks and solving problems;
• Perform all duties in accordance with City policies and procedures with regard for personal safety and that of other employees and the public.

Salary : $28 - $29