Mayor’s Office of Strategic Partnerships - Executive Assistant

Position Summary 

The Executive Assistant plays a crucial role in providing high-level administrative support to the head of the Office of Strategic Partnerships (OSP), as well as the Office of Strategic Partnership Team (OSP) when necessary. This position will manage schedules, organize meetings and appointments, handling correspondence, preparing reports and presentations, and maintaining effective communication between the executive and other staff members or external stakeholders. This role will undertake research, handle travel arrangements, manage expenses, and assist with project coordination as needed.  

Essential Functions 

• Drafts, reviews, and manages emails, reports, memos, and other official communications. 

• Provides administrative support to the head of the office and, where necessary, the OSP team.   

• Prepares letters and other correspondence. 

• Maintains organization filing, including electronic filing system. 

• Archives reports. 

• Organizes and prepares for internal and external meetings, public events, and speaking engagements, including briefing materials and follow-ups. 

• Serves as the primary point of contact between the Mayor’s Office and city departments, elected officials, business leaders, and community organizations. 

• Handles sensitive and confidential matters with discretion, including policy discussions, personnel matters, and high-profile city initiatives. 

• Assists in the preparation of reports, presentations, and policy documents, conducting background research as needed. 

• Tracks key projects and deadlines, ensuring follow-ups and timely execution of initiatives 

• Schedules meetings and interviews and maintains OSP cadence. 

• Sends requests for information to relevant City Departments and follows up to meet deadlines. 

• Prepares for meetings. 

• Prepares various reports and budget related documents. 

• Collaborates on several projects which often include working with City Departments, Office of the Chief Administrator, and external local, state and regional government entities. 

• Assists in preparing various reports and budget-related documents and provides backup support for hiring and recruiting efforts.  

• Provides critical support during emergency situations, city events, and high-pressure scenarios, ensuring smooth decision-making and execution. 

• Assists in planning public appearances, press conferences, and stakeholder events, ensuring proper protocol and representation 

• Other duties as assigned. 

Required Competencies, Knowledge, Skills, and Abilities 

Knowledge: 

• Proficiency in office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications. 

• Knowledge of office management procedures and familiarity with office equipment and technology. 

• Experience exercising discretion and confidentiality with sensitive information. 

• Experience interacting with the community. 

• Executive office management and high-level government administration. 

• Meeting coordination, scheduling, and travel logistics for senior officials. 

• Stakeholder engagement, protocol, and intergovernmental relations. 

Skills: 

• Excellent organizational skills. 

• Multitasking and prioritization of complex tasks and deadlines. 

• Event coordination, meeting planning, and agenda preparation. 

• Problem-solving and handling fast-paced, high-pressure environments. 

• Effective and professional oral and written communication. 

• Ability to work independently and think proactively. 

• Ability to manage and prioritize numerous assignments. 

• Ability to complete work projects in a timely and accurate manner. 

• Experience coordinating travel arrangements, managing expenses, and assisting with project coordination. 

• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint, OneNote, Access). 

• Proficiency in Spreadsheets (Excel, OpenOffice Calc). 

• Proficiency in Email (mail merge, filters, folders, rules). 

• Proficiency in Presentations/Slideshows (PowerPoint, OpenOffice Impress, Tableau). 

• Proficiency in Microsoft Teams, Zoom, and other virtual platforms. 

Abilities: 

• Experience working in a fast-paced environment, managing multiple priorities, and meeting tight deadlines. 

• Strong communication skills, both written and verbal, with the ability to interact professionally with executives, staff members, and external stakeholders. 

• Excellent organizational skills and attention to detail, with the ability to maintain confidentiality and handle sensitive information with discretion. 

• Demonstrated ability to work independently, take initiative, and solve problems effectively. 

• Additional certifications or training in office administration, project management, or related fields may be advantageous.