Executive Assistant in Moab, Utah at Moab, City of (UT)

General Purpose
Under the general direction of the City Manager and with considerable independent judgment, the Executive Assistant performs complex, confidential, and specialized administrative work in support of the City’s executive leadership and core operations.

The position manages executive schedules and communications; coordinates meetings, travel, and events; prepares and maintains reports, records, and files; supports budgeting and purchasing activities; and serves as a liaison among City personnel, elected officials, outside agencies, and members of the public.
The position also provides project, presentation, research, and administrative support to the Strategic Initiatives and Sustainability Director in advancing City priorities and initiatives.

The Executive Assistant must exercise sound judgment, discretion, initiative, professionalism, and political neutrality. The position requires strong organizational and communication skills and a demonstrated ability to support an open-minded, responsive, and solution-oriented workplace.

Reporting Relationships
The Executive Assistant reports directly to the City Manager. The position works closely with and provides ongoing support to the Mayor, the Strategic Initiatives and Sustainability Director, and other City employees and officials as assigned. Providing support to other officials or departments does not alter the position’s direct reporting relationship to the City Manager.

Supervision Exercised: N/A
Essential Functions
Executive support
The Executive Assistant supports the City’s executive, administrative and other city staff in a variety of ways, by:

• Manage and coordinate the City Manager’s and Mayor’s calendars, appointments, deadlines, and commitments.
• Arrange meetings, conferences, and other events within the Administration Department and throughout the City.
• Prepare meeting rooms and coordinate notices, materials, technology, refreshments, and other logistical requirements.
• Coordinate travel arrangements for designated employees and elected officials, including transportation, lodging, registrations, itineraries, and related documentation.
• Draft and prepare correspondence, reports, presentations, agendas, and informational materials.
• Review documents and other materials for accuracy, completeness, grammar, formatting, and compliance with applicable policies and requirements.
• Receive, screen, prioritize, and route communications, requests, and inquiries.
• Serve as a liaison with City departments, outside agencies, committees, boards, community organizations, and members of the public.
• Represent the Administration Department at meetings or functions when assigned.
• Handle sensitive and confidential matters involving personnel, internal operations, citizen concerns, and other management issues.
• Plan and coordinate internal City and departmental events.
• Track assignments, decisions, deadlines, and follow-up items on behalf of the City Manager.

General Administrative Support

• Review, reconcile, and code departmental expenditures and monitor budget balances.
• Compile financial and operational information and assist with the preparation and administration of departmental budgets.
• Collect, organize, analyze, and summarize information from multiple sources.
• Prepare reports and documents required for administrative, operational, or regulatory purposes.
• Perform purchasing functions for designated equipment, materials, supplies, and services in accordance with City policies.
• Prepare and process requisitions, purchase orders, invoices, expense reports, and related documentation.
• Establish and maintain accurate records and filing systems in accordance with applicable records-retention and confidentiality requirements.
• Identify opportunities to improve administrative procedures, workflows, and customer service.

Strategic Initiatives and Sustainability Support

• Provide administrative and project support to the Strategic Initiatives and Sustainability Director in planning, coordinating, and implementing City initiatives.
• Assist with the preparation, formatting, proofreading, and distribution of presentations, reports, project updates, public-information materials, and other documents.
• Conduct research, collect and organize data, and summarize information to support projects, presentations, grant activities, and recommendations.
• Maintain project files, schedules, work plans, contact lists, and other supporting documentation.
• Track project milestones, deadlines, deliverables, decisions, and follow-up items and communicate status updates as requested.
• Coordinate meetings and community-engagement activities related to strategic initiatives and sustainability projects, including scheduling, logistics, notices, materials, and follow-up.
• Communicate and coordinate with City departments, consultants, community partners, outside agencies, and other project participants.
• Assist with grant applications, grant documentation, progress reports, and compliance-related records, as assigned.
• Support outreach and educational efforts related to City initiatives and sustainability programs.
• Perform other related project and administrative duties in support of the Strategic Initiatives and Sustainability Director.

Other Duties
Because the City operates with a small, collaborative staff, employees may be cross-trained and assigned to provide backup support to other departments or employees. The Executive Assistant performs other duties of a similar nature and level as assigned.
Education and Experience

• Associate’s degree in business or a related field of study, and
• Three (3) years of increasingly responsible professional experience, or
• An equivalent combination of education and relevant experience that provides the required knowledge, skills, and abilities may be considered.

Experience in a government setting is preferred. Experience working in municipal government and familiarity with municipal ordinances, policies, procedures, public records, and elected officials are especially desirable.
Required Knowledge, Skills, and Abilities
Knowledge of:

• Principles and practices of executive and administrative support.
• Professional business communication, including correct grammar, spelling, punctuation, and document formatting.
• Office management, scheduling, records management, budgeting, purchasing, and filing practices.
• Advanced features of word-processing, spreadsheet, presentation, database, and other standard office software.
• Principles for handling confidential and sensitive information.
• City organization, ordinances, policies, procedures, and departmental operations.
• City personnel policies and procedures.

Ability to:

• Exercise sound judgment, initiative, discretion, and political neutrality.
• Organize and prioritize multiple assignments, meet deadlines, and adapt to changing demands.
• Anticipate executive and organizational needs and follow assignments through to completion.
• Communicate clearly, tactfully, and professionally, both orally and in writing.
• Establish effective working relationships with elected officials, employees, outside agencies, and members of the public.
• Handle sensitive information and difficult interactions with discretion and professionalism.
• Research, compile, analyze, and present information accurately.
• Prepare polished correspondence, reports, presentations, and meeting materials.
• Interpret and apply policies, procedures, ordinances, and regulations.
• Work independently while contributing effectively to a collaborative team.

Work Environment and Physical Demands
Work is generally performed in an office environment with a typically quiet to moderate noise level. The position may occasionally require attendance at meetings or events outside regular business hours.

While performing the essential functions of the position, an employee is regularly required to communicate in person, by telephone, and electronically; operate standard office equipment; remain in a stationary position for extended periods; and move within and between City facilities. The position may require occasionally moving materials weighing up to 25 pounds.

The position requires the ability to read and interpret information; perform detailed work accurately; address non-routine administrative issues; manage multiple concurrent assignments; meet deadlines; and work effectively despite frequent interruptions.

Selection Guidelines
A formal application and résumé are required; finalists will interview with the appropriate hiring authority. Applicants must pass a pre-employment drug test and background check, and upon employment, must possess a valid Utah driver's license.