Executive Assistant to the Mayor

The Executive Assistant to the Mayor provides high-level administrative and confidential support to the Mayor and ensures the efficient day-to-day operation of the Mayor’s Office. This position manages the Mayor’s schedule, communications, and office functions to enable effective governance, community leadership, and strategic focus on city priorities. The Executive Assistant serves as a key liaison between the Mayor, City departments, elected officials, and community partners—requiring sound judgment, political sensitivity, and exceptional organizational skills in a fast-paced environment.

• Serves as the primary point of contact for the Mayor’s Office, reflecting the city’s commitment to customer service.
• Manages the Mayor’s calendar, schedule, and correspondence and ensures that the Mayor is prepared for meetings, events, and public appearances.
• Ability to filter, evaluate, and prioritize incoming requests to optimize the Mayor’s time.
• Reviews calendar and anticipate the needs of the Mayor in advance. Serves as liaison with the Communications Team, Department Directors, and/or Chief of Staff to ensure Mayor is prepared for upcoming events – reports, remarks, and other materials as needed.
• Reviews and sorts incoming correspondence, refers correspondence to respective city staff for reply and resolution and/or prepares replies as needed.
• Prepares briefing materials or context summaries before meetings.
• Coordinates travel and logistics.
• Tracks and manages follow-up items related to meetings, communications, and events.
• Tracks deliverables and ensures follow-through from department directors.
• Manages requests for information and appointments in a timely fashion.
• Maintains efficient office systems for scheduling, document management, and overall office flow.
• Provides volunteer candidates with notification of appointments to Boards, Commissions, and Authorities and maintains accurate records of appointments to Boards, Commissions, and Authorities.
• Advises Department representative of the Board or Commission when appointments are due to be re-appointed or replaced.
• Maintains the shared Boards and Commissions Excel spreadsheet.
• Assists in the operations of the Martin Luther King Jr. Scholarship Program.
• Prepares proclamations or commendations for various groups or individuals.
• Coordinates Employee of the Month acknowledgement with department directors and organizes annual luncheon.
• Enters payroll information for the Mayor’s office, including communications staff.
• Keeps confidential and complex records and performs varied and difficult clerical duties, including transcribing materials for the Solicitor as needed.
• Maintains adequate inventory of office supplies.
• Oversees the Employee Recognition Committee on behalf of the Mayor.
• After-hours responsiveness when critical matters arise.
• Coordinating urgent meetings, press logistics, or emergency communications prep in collaboration with communications staff and other appropriate departments, staff, etc.
• Provides other administrative support for special initiatives as needed
  
  

Education, Training and Experience

• Bachelor’s degree in public administration, communication, political science, or related field preferred.
• Minimum of six (6) years of progressively responsible administrative experience supporting senior executives or elected officials; municipal or government experience a plus.
  
  

Licenses and Certificates

• Possession of a valid Pennsylvania State Driver’s License is required.
• In depth understanding of administrative and office management processes serving executive level staff.
• Proficient in Office 365 products (Teams, SharePoint, outlook, Excel, PowerPoint, Word) for efficient communication, collaboration, project management, and data management.
• Strong coordination skills for managing logistics of calendar, meetings, events, and other initiatives.
• Keen attention to detail to ensure accuracy.
• Efficient time management skills to prioritize tasks and meet deadlines in a fast-paced environment.
• Clear and effective communication skills.
• Ability to identify challenges, analyze situations, and proactively implement solutions.
• Ability to adapt to changing priorities, handle multiple tasks, and respond effectively to evolving organization needs.
• Capacity to think strategically and align administrative processes with broader organization goals.
• Leadership skills to guide and support the Mayor’s office.
• A customer focused approach in handling external inquiries and ensuring positive interactions with staff and constituents.
• Proactive approach in taking initiative, identifying areas for improvement, and implementing changes without constant supervision.
• Ability to handle crises or unexpected situations calmly and effectively.
  
  

Environmental Conditions

• Indoors, Environmentally Controlled.
  
  

Safety Equipment Used or Needed

• None
  
  

Comments

• This description was prepared to indicate the kinds of activities and levels of work difficulty required of positions in this class. It is not intended as a complete list of specific duties and responsibilities.