Part Time Administrative Assistant to the Mayor at Town of Vienna – Vienna, Virginia

Join our Vienna Team! The Town of Vienna, a vibrant community in Fairfax County located just 15 miles west of Washington, DC, is seeking a detail-oriented and highly organized Administrative Assistant to provide vital administrative and clerical support to the Mayor’s office. This position plays a key role in ensuring smooth day-to-day operations, supporting official communications, coordinating events, and assisting with constituent and intergovernmental outreach.

This position provides crucial administrative and clerical support to the Mayor, ensuring efficient operation of the Mayor's office and effective communication with various stakeholders. This role requires excellent organizational skills, attention to detail, strong written and verbal communication abilities, and the capacity to handle sensitive information with discretion. Work is performed under the general supervision of the Town Mayor or designated supervisor.

Work Schedule:
25 Hours/ Week: Monday through Friday between 8am-4:30pm
Some attendance at evening events required

All new employees must satisfactorily complete a background check. A conditional offer of employment may then be made contingent upon the successful completion of drug and alcohol tests.

This is a non-exempt position
Essential Job Functions:

• Correspondence Management:
  • Review and manage incoming emails, drafting responses or forwarding as appropriate.
  • Screen calls and direct to the correct department or schedule to meet with the Mayor.
  • Prepare and send various letters, including new resident welcome letters, new business greetings, congratulatory notes, condolence letters, and thank you notes.
  • Compiles and publishes Mayor’s Report to the Town Council, department heads, County Supervisor, and Chairman of Fairfax County Board of Supervisors.
  • Maintains the office records and files.
  • Communication necessary information to the Mayor.
  • Interacts and communicates with various groups and individuals such as the Mayor, Town Council, department heads, County Supervisor, Chairman of Fairfax County Board of Supervisors, and the general public.
    
    
• Calendar & Meeting Coordination:
  • Maintain and manage the Mayor's official calendar, scheduling appointments and meetings.
  • Work with Department Heads and Subject Matter Experts (SME”s) to prepare and compile materials for the Mayor's reports and presentations.
  • Help ensure Mayor stays on schedule with meetings and events.
    
    
• Event Coordination:
  • Schedule and set up "Mayor @ Your Service" events, including preparing and sending correspondence to participants regarding upcoming events.
  • Coordinate the Mayor’s Pet of the Month program, prepare certificates and schedule meet and greets.
  • Coordinate the Mayor's Volunteer Recognition Reception, which involves writing and sending nominee and nominator letters, preparing certificates, and coordinating entertainment, Police Color Guard, refreshments, and event setup.
  • Manage the planning and execution of the annual Holiday Reception, including coordinating location, food, setup, and decorations.
  • Coordinate the printing and mailing of annual Holiday Cards.
  • Design Town Holiday Ornament
    
    
• General Administrative Support:
  • Perform other administrative and clerical duties as assigned to support the Mayor's office as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the telephone, establishing and maintaining filing systems, etc.
  • Performs other related work as required.
    
    

Knowledge, Skills, and Abilities:

• Strong organizational and time management skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Excellent written and verbal communication skills, with a high degree of accuracy and professionalism.
• Proficiency in Microsoft Office Suite (Word, Outlook, Excel) and general office equipment.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Ability to work independently and as part of a team.
• Strong interpersonal skills to interact effectively with Town officials, staff, elected officials, and the public.

• Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one year of college in Business, Office Support, or closely related area.
• Requires three to five years of full-time administrative support, secretarial or closely related experience.
• Experience in government, municipal or executive support role preferred.

Americans with Disabilities Act Compliance

The Town of Vienna is an Equal Opportunity Employer. ADA requires the Town of Vienna to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.