Executive Coordinator for the City Manager in Palatka, Florida at City of Palatka

Position Summary:

The Executive Administrative Assistant to the City Manager provides high-level executive and administrative support to the City Manager and Assistant City Manager while ensuring the efficient operation of the Office of the City Manager. This position serves as the primary administrative professional for the executive office and is expected to make an immediate impact through exceptional organization, professionalism, discretion, and independent judgment.

As the first point of contact for the City Manager's Office, the Executive Administrative Assistant represents the City's executive leadership with integrity, diplomacy, and outstanding customer service. The incumbent manages confidential communications, coordinates executive priorities, prepares professional correspondence and reports, facilitates communication with elected officials, department directors, employees, residents, and community stakeholders, and supports the City's strategic initiatives.

Essential Duties and Responsibilities

The duties listed below are representative of the work performed. Additional duties may be assigned as operational needs require.

• Provide executive administrative support to the City Manager and Assistant City Manager.
• Serve as the primary point of contact for the Office of the City Manager by professionally greeting visitors, answering telephone calls, and responding to inquiries.
• Screen calls, correspondence, appointments, and requests, exercising sound judgment and discretion in determining appropriate action.
• Prepare, edit, proofread, and finalize correspondence, reports, memoranda, presentations, agendas, forms, and other executive documents, many of which contain confidential or sensitive information.
• Coordinate and maintain executive calendars, schedule meetings and appointments, and arrange travel and conference logistics.
• Review, prioritize, distribute, and monitor incoming correspondence and ensure timely follow-up.
• Compile data, maintain records, prepare reports, and assist with special projects and City initiatives.
• Maintain organized electronic and physical filing systems in accordance with City policies and records retention requirements.
• Ensure documents submitted for executive review or signature are accurate, complete, and professionally prepared.
• Coordinate meetings, prepare supporting materials, and assist with meeting logistics as assigned.
• Respond to requests from elected officials, employees, residents, governmental agencies, and the public with professionalism and exceptional customer service.
• Maintain strict confidentiality regarding personnel matters, legal issues, executive discussions, and other privileged information.
• Establish and maintain positive working relationships with the Mayor, City Commission, department directors, employees, community organizations, governmental agencies, media representatives, and the public.
• Perform other related duties as assigned.

Knowledge, Skills, and Abilities

The successful candidate will possess:

• Knowledge of executive administrative practices, office management, and records administration.
• Strong customer service and interpersonal communication skills.
• Excellent written and verbal communication skills, including business writing, grammar, spelling, and proofreading.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and related office technologies.
• Ability to organize multiple priorities, manage competing deadlines, and work independently.
• Ability to exercise sound judgment, professionalism, and discretion in handling confidential and politically sensitive matters.
• Knowledge of City administrative policies, procedures, and organizational structure.
• Ability to interpret and apply policies, procedures, and administrative directives.
• Ability to establish and maintain effective working relationships with executive leadership, elected officials, employees, residents, and external stakeholders.
• Ability to maintain composure under pressure while providing exceptional executive support.

Minimum Qualifications

Education and Experience

• Associate's Degree in Business Administration, Public Administration, Office Administration, or a related field; Bachelor's Degree preferred.
• Minimum of three (3) years of progressively responsible executive administrative or executive assistant experience supporting senior leadership.
• Experience in municipal or public sector administration is preferred.

Licenses and Certifications

• Valid Florida Driver License.
• Florida Notary Public certification preferred or ability to obtain within six (6) months of employment.

Physical Requirements

Work is performed primarily in an office environment requiring prolonged sitting, standing, walking, and frequent use of a computer and standard office equipment. The position occasionally requires bending, reaching, lifting, carrying, pushing, or pulling up to 25 pounds and may require travel to meetings or other City facilities. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Disclaimer

The statements contained herein describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, qualifications, or working conditions. The City reserves the right to modify or assign other duties as necessary to meet operational needs.

Nothing contained in this position description shall be construed as creating an employment contract, expressed or implied. Employment with the City of Palatka is at will unless otherwise provided by applicable law or written agreement.

Equal Employment Opportunity

The City of Palatka is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all applicants and employees. Employment decisions are made without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, marital status, military status, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law.

The City is committed to maintaining a workplace free from discrimination and harassment and provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable laws.