Executive Assistant

About the role

This recruitment may be used to fill multiple vacancies within various City departments. The incumbent performs a variety of responsible, high‑level administrative and professional duties relative to the needs of the Director and the Director’s Office, using independence and discretion. The position provides high‑level administrative support by conducting research, preparing reports, and handling information requests on behalf of the Director. The employee works under limited supervision with considerable latitude for initiative and independent judgment and reports directly to the Director.

Responsibilities

• Prepare a variety of documents, technical and statistical reports, and data for publication, ensuring proper format and presentation.
• Read and analyze incoming correspondence (including faxes and email) to determine significance, plan response, and distribute appropriately.
• Meet with residents and stakeholders on complaints and answer correspondence on behalf of the Director independently.
• Review and check records, forms, and other documents for accuracy, completeness, and conformance to rules and regulations.
• Research, plan, and coordinate special programs and projects by working with consultants, contractors, and City departments to ensure timely and effective implementation.
• Develop, organize, and conduct specialized research and other programs as requested by the Director.
• Coordinate communication between the Director and other City departments, elected officials, outside agencies, and the public.
• Manage the Director’s calendar; schedule appointments and meetings; prepare agendas and briefing materials.
• Assist in the preparation, monitoring, and administration of the departmental operational budget.
• Handle confidential and sensitive information with a high degree of discretion.
• Screen telephone calls; handle incoming and outgoing mail; assist with major projects as assigned.
• Perform other related duties as required.

Minimum Qualifications

• Bachelor’s degree in Public Administration, Business Administration, or a related field.
• Three (3) to five (5) years of responsible administrative experience, or an equivalent combination of training and experience that provides the required knowledge, skills, and abilities.

Supplemental Information

• Considerable public contact is required, demanding the highest degree of tact and courtesy.
• Frequent personal contact by telephone or in person, requiring professional information delivery and request handling.
• Independent judgment and initiative are essential for completing assignments and resolving City‑related issues.
• Thorough knowledge of standard office management practices, municipal government procedures, business English, spelling, and arithmetic.
• Fluency in Spanish and/or Creole is desirable.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and standard office equipment.
• Ability to interpret and apply City policies, procedures, and applicable regulations.
• Occasional work outside normal business hours, including evenings and weekends, may be required to attend commission meetings, City events, and other official functions.

Physical Requirements

• Must be physically able to operate a variety of machinery and equipment, including computers, typewriters, audio tape recorders, copiers, calculators, etc.
• Ability to exert up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and negligible force constantly to move objects.
• Physical demands exceed those of sedentary work; light work usually requires significant walking or standing.

Special Requirements

• Designated as an Essential Employee; may be required to report to work before, during, or after declared emergencies to support continuity of City operations.
• Completion of National Incident Management System (NIMS) training at the appropriate level is required.
• Applicants may be subject to an extensive selection process and screening program, including evaluation of education, training, experience; oral interview(s); background investigation; reference checks; medical evaluation; and controlled substance screening.
• Preference will be given to certain veterans, spouses of veterans, or unmarried widows/widowers of veterans; proof of veterans’ eligibility must be provided at the time of application.
• Applicants with disabilities who desire special accommodation must notify the Human Resources Department at the time of application.
• All applications must be submitted through the City of North Miami Beach’s applicant portal hosted by governmentjobs.com; applications submitted elsewhere are not eligible for consideration.