Executive Assistant

Executive Assistant

Our client, the City of Mt. Clemens, works to provide ethical, effective leadership and municipal services that enhance the quality of life for an inclusive community. Due to an internal promotion, they have an immediate opening for a full-time executive assistant to support manage the office of the City Manager.

Reporting to the City Manager, this is a unique opportunity for a dedicated, results-oriented, and experienced confidential executive assistant to serve their community and municipal team members. This role will provide a wide scope of activities including supporting meetings, managing communications, and greeting the public. Specific responsibilities include:

Administration/City Manager Office Operations

• Greet all visitors; serve as the office ambassador
• Answer general phone line and walk-in inquiries
• Screen and direct/refer questions to appropriate departments, including follow up to ensure resolution

• Gathers and records information of newly elected officials for purposes of payroll, biographical information, license numbers for parking permits, etc. Provides orientation packets.
• Arranges photo session when a change in the elected body occurs.

• Order office supplies, print materials, etc.
• Retrieve, open, and distribute mail; ensure outgoing mail is processed timely
• File documents and keep files organized; destroy old documents per retention policies
• Perform or oversee regular upkeep, cleaning, and organization of office
• Coordinates and assists in compiling information for annual budgets, monthly reports, quarterly reports, city manager reports, administrative responses, and other special projects

• Assists the city manager with the implementation of goals, objectives, strategies, policies, procedures, and work plans.
• Assists in the development of the city manager department budget and the city manager community promotion budget.

• Serves as liaison for the city manager and communicates assignments or information to subordinate staff members, city attorney, other city employees, or the general public
• Prepares proclamations and resolutions as requested by the mayor. Assembles approved copies with ribbons, seals and folders. Maintains same in index and binders

Support

• Keep track of City Manager's schedule, appointments and conferences; calendar and scheduling support, including reservations and travel arrangements when necessary

• Assist in organizing the flow of communications, paperwork, and activity in the city manager's office and coordinates communications with other departments and the public.
• Proofreads, compiles, copies, distributes, and posts work sessions, special city commission, and regular city commission agenda materials.
• Follows up on agenda items emanating from other city departments. Acquires signatures on approved items.
• Investigates and composes answers to routine questions and correspondence by working with city staff, and sometimes researching laws, ordinances, and regulations governing city operations.
• Composes and types letters and memorandums for the city manager and/or mayor after receiving general direction as to content and purpose. Composes and types forms, form letters, tables and charts as requested for city manager and/or mayor approval.
• Photocopies and/or scans correspondence for distribution to the city commission, department heads, and files.
• Coordinates special functions such as the swearing-in ceremony and welcome events. Designs and sends out invitations, orders food, etc.
• Assists city commission members in various requests or activities. Receives and forwards mail and e-mail.

• Create quarterly Newsletters and other communication campaigns
• Maintains inventory of city promotional items, and ensure the city brand is used correctly according to the city brand guide
• Distribute bills and invoices for approval

• Reviews and processes payment of attorney invoices

Personal Attributes: We are seeking a motivated administrative professional who is an exceptional fit for us, and is detailed-oriented, organized, works with a strong degree of accuracy, and is committed to high-quality work as well as possesses:

• Able to work independently and in support of teams
• Computer skills: Microsoft Word, Microsoft Excel, Microsoft PowerPoint
• Must be a team player
• Strong communication skills

The Preferred Candidate Will Possess:

• An Associate's degree (Bachelor's preferred) or equivalent work experience
• A minimum of 3-5 years increasingly responsible office/administrative experience supporting multiple executives and functions
• Willingness to work in the office each day
• Proven ability to handle confidential and sensitive tasks and information

Current Openings for Executive Assistant Jobs at Karen Andrews Group