Executive Assistant to City Manager

Overview

The Executive Assistant to the City Manager plays a crucial role in providing high-level administrative and organizational support to the City Manager and the executive leadership team in Bartow, FL. This position requires managing complex schedules, coordinating communication both internally and externally, and overseeing administrative functions within the City Manager's Office. It demands professionalism, excellent judgment, and the ability to prioritize tasks effectively in a dynamic environment.

Key Responsibilities

• Answer, screen, and process telephone calls, serve as receptionist, manage complaints, assist the public, maintain records, and prepare reports.
• Prepare and transcribe correspondence and complex documents accurately and efficiently.
• Handle inquiries and complaints related to department policies and procedures.
• Provide comprehensive calendar management, schedule appointments, organize agendas, and coordinate travel arrangements for the City Manager's Office.
• Act as the primary contact point for residents, businesses, community groups, and government agencies engaging with the City Manager's Office.
• Edit, proofread, and prepare reports, presentations, and confidential materials.
• Collaborate with the City Clerk’s Office to coordinate City Commission meeting materials and ensure timely submissions.
• Manage special projects, conduct research, and oversee citywide initiatives as assigned.
• Track project deadlines, workflow, and follow-up activities for City leadership.
• Record minutes and prepare official documents during meetings as needed.
• Maintain confidentiality of sensitive information in compliance with city policies.
• Facilitate communication between the City Manager’s Office, department directors, and City Commission members.
• Assist with budget preparation, purchasing processes, invoice handling, and administrative reporting.
• Organize events, community meetings, and staff gatherings.
• Perform additional duties as assigned, including accommodating individuals with disabilities.

Skills and Qualifications

• Deep knowledge of office procedures, standard practices, and equipment operation.
• Proficiency in business English, spelling, and arithmetic.
• Understanding of department functions and general administrative policies.
• Capability to maintain accurate records and prepare reports independently.
• Strong typing skills with the ability to transcribe dictation efficiently.
• Ability to compose routine correspondence and manage office details without supervisory direction.
• Expertise in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other administrative software.
• Excellent verbal and written communication skills coupled with strong organizational aptitude and meticulous attention to detail.
• Ability to handle confidential information discreetly.
• Multi-tasking capability under pressure with tight deadlines.
• Experience working with municipal governing bodies or City Commissions.
• Familiarity with public administration and municipal operational procedures.
• Proven professionalism, discretion, and customer service acumen.
• Sound interpersonal communication and problem-solving skills.
• Independent judgment, adaptability, and initiative.

Education and Experience Requirements

Applicants must possess an associate degree from an accredited college or university and have 3-5 years of administrative support experience preferably in government, public administration, or executive environments. Equivalent combinations of education and experience that demonstrate the necessary knowledge, skills, and abilities will be considered.

Licenses and Certifications

• Must hold a valid Florida Driver’s License.
• Position may be designated as Mission Critical by the City Manager.

Physical and Mental Demands

• Prolonged periods of sitting and working at a computer workstation.
• Ability to lift objects up to 15 pounds occasionally.
• Strong written and oral communication demands.
• Ability to interpret data and work effectively under constant interruptions and deadlines.

Work Environment

This sedentary role operates within an office environment. Reasonable accommodations will be made to support individuals with disabilities as needed. All employees are considered essential during emergencies and will receive an e-role assignment accordingly.

Additional Information

Employees are expected to comply with the Florida State Statutes governing ethics for public officers and public records management. Job duties may evolve and change with or without notice.