Administrative Aide - Mayors Office

GENERAL PURPOSE: The Administrative Aide to the Mayor provides high-level administrative support to the Mayor by performing a variety of clerical, administrative, and organizational tasks. This role requires an individual who can manage multiple priorities, maintain confidentiality, and represent the office of the Mayor with professionalism and efficiency. The Administrative Assistant acts as a liaison between the Mayor, city staff, government agencies, and the public, ensuring smooth communication and operations within the Mayor's office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage the Mayor's calendar, schedule meetings, appointments, and events.
• Screen phone calls, emails, and correspondence on behalf of the Mayor, responding to inquiries or directing them to the appropriate department.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Organize and maintain confidential files, records, and documents.
• Coordinate travel arrangements, including transportation, accommodations, and itineraries.
• Prepare agendas, briefings, and materials for meetings, ensuring the mayor is well-prepared.
• Coordinate with city departments, external agencies, and stakeholders to arrange meetings and events.
• Serve as the first point of contact for the Mayor’s office, handling public inquiries with tact and professionalism.
• Act as a liaison between the Mayor and city officials, government agencies, and the public. Assist with public communications, including drafting statements, newsletters, and speeches.
• Assist in special projects initiated by the Mayor, coordinating with internal and external stakeholders.
• Track and report on the status of projects, ensuring deadlines are met and the Mayor is updated on progress.
• Ensure smooth daily operations of the Mayor’s office, technology, and facility needs.
• Handle expense reports, budget tracking, and procurement processes related to the Mayor's office.
• Performs related duties as required

DESIRED MINIMUM QUALIFICATIONS: Education and Experience:

• High school graduate or equivalent experience or related education and at least eighteen (18) years of age.
• Previous work experience working in an office setting while being the gatekeeper.
• Valid Ohio Driver's license. Ability to effectively work and communicate with City officials, and the general public.
• Proficient in typing, Microsoft Office Suite, Microsoft Outlook, and able to quickly learn new software applications, while also skilled in operating office equipment such as copiers and phones.

Submit your application/resume to [email protected] or Indeed

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Do you have social media marketing, news letter design and preparation?

Work Location: In person