Executive Assistant

Position Summary: 

Under the direction of the Chief of Staff the Executive Assistant to the Mayor serves as the operational backbone of the Mayor’s Office, ensuring the Mayor’s time, schedule, and day-to-day logistics are managed with precision, discretion, and strategic awareness.

The EA is a trusted professional who manages the Mayor’s calendar in real time, coordinates event logistics and run-of-show planning, prepares ceremonial documents, and ensures the Mayor is fully prepared for every engagement. The EA plays a central role in protecting the Mayor’s time, advancing operational efficiency, and ensuring the Mayor and the Office consistently operate in a prepared, organized, and effective manner.

Essential Duties and Responsibilities:

• Own and manage the Mayor’s calendar, ensuring accurate scheduling, prioritization, and balance.
• Lead the Weekly Calendar Meeting, facilitating a team-based review of upcoming engagements.
• Resolve scheduling conflicts and recommend adjustments aligned with Mayor’s priorities.
• Ensure time is appropriately blocked for:
  • Mayor’s initiatives
  • External engagements and appearances
  • Internal meetings
  • Personal and family commitments
• Anticipate conflicts or fatigue risks and proactively propose solutions.
• Prioritize scheduling requests in alignment with strategic priorities and operational needs. 

• Coordinate logistics for all Mayor appearances, meetings, and events.
• Confirm locations, timing, travel, AV needs, and points of contact.
• Ensure clarity on:
  • Speaking roles and expectations
  • Run-of-show and agendas
  • Attendees and stakeholders
• Work closely with fellow Office of the Mayor staff and stakeholders to ensure the Mayor is properly briefed and prepared.
• Coordinate briefing materials and ensure the Mayor receives timely preparatory information prior to engagements. 

• Prepare and coordinate ceremonial documents including:
  • Proclamations
  • Letters of appreciation and congratulations
  • Citations and recognitions
  • Welcome letters and honorary acknowledgments
• Ensure documents are accurate, timely, and consistent with mayoral protocol.
• Coordinate presentation and execution at events or meetings.

• Serve as a central point of coordination within the Mayor’s Office.
• Track action items and follow-ups resulting from meetings.
• Support internal and external meetings with real-time calendar and logistics updates.
• Ensure smooth information flow between members of the Office of the Mayor, and the Mayor.
• Support the coordination and administrative functions of Mayoral Advisory Committees and related working groups. Assist with:
• Scheduling meetings and coordinating logistics
• Tracking committee action items and follow-ups
• Supporting communication between committee members and the Mayor’s Office
• Maintaining records, agendas, and related materials
• Coordinating committee participation in mayoral initiatives, events, and community engagement activities
• Ensure committees receive timely operational support and remain aligned with the Mayor’s priorities and strategic initiatives.
• Maintain accurate and organized contact records using online software and related systems.
• Support constituent communications by routing inquiries appropriately.
• Ensure follow-ups are tracked and completed.
• Handle sensitive information with discretion, professionalism, and sound judgment.
• Serve as a trusted gatekeeper for the Mayor’s time and access.
• Exercise independent judgment when managing competing demands

Knowledge, Skills, and Abilities

• Good organizational, management, human relations, and technical skills.
• Use of computers.
• Management and administrative practices, policies and procedures as necessary in the completion of daily responsibilities.
• Knowledge of all applicable laws, ordinances, policies, standards and regulations pertaining to the specific duties and responsibilities of the job.
• Communicating and interacting with subordinates, elected officials, management, employees, members of the public and any other groups involved in the activities of the City.
• Keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to operations and activities. 
• Prioritizes and plans work activities and use time efficiently
• Demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance
• Interact and communicate clearly with coworkers, citizens and vendors in a courteous, friendly matter
• Manages difficult situations, responds promptly to needs, solicits consultant feedback to improve service, responds to requests for service and assistance and meets commitments
• Exhibits tact, consideration, and patience in difficult situations
• Approaches sudden, unexpected challenges effectively with confidence
• Punctuality follows instructions, responds to management direction and solicits feedback to improve performance
• Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Uses reason.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Organizes or schedules other tasks; Develops realistic action plans.
• Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds well to questions; Demonstrates presentation skills; Participates in meetings.
• Written Communication - Writes clearly and concisely; Edits work; Presents numerical data effectively; Able to read and interpret written information.
• Skilled in effectively communicating and interacting with elected officials, employees, members of the general public and other groups involved in the activities of the City, both orally and in writing.

Minimum Qualifications

• Bachelor’s degree or equivalent professional experience.
• 5 years of experience in executive support, public administration, or a fast-paced professional environment.
• Demonstrated experience managing complex calendars and high-level scheduling.
• Strong organizational, communication, and time-management skills.
• Ability to anticipate needs and operate independently.
• High level of discretion and professionalism.
• Ability to manage sensitive and rapidly changing priorities in a public-facing environment. 

Preferred Qualifications

• Experience supporting senior leaders in government, nonprofit, or political environments.
• Familiarity with municipal operations, public meetings, or elected officials.
• Experience coordinating events, run-of-show planning, or public appearances.
• Proficiency with Google Workspace and digital scheduling tools.
• Performs related duties as assigned.

Working Conditions:

Physical: Visual acuity in both eyes, normal color vision, good accommodation and no field deficits; hear in-person, radio and telephone conversations; recognize differences or changes in sound patterns, loudness or pitch; speak audibly and clearly; identify and distinguish smells of different materials; sit or stand for prolonged periods; walk, run, kneel, stoop, crawl and crouch; make precise and coordinated finger, hand and limb movements; maintain uniform, controlled hand-arm posture or movement; lift and carry boxes of evidence and/or supplies (average 50 pounds). 

• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment. 

Hearing: Hear in the normal audio range with or without correction.