Executive Assistant

About the role

The City of Raleigh Housing and Community Development Department seeks an experienced Executive Assistant to support the Department Director and leadership team.

Responsibilities

• Manage Director's calendar and evaluate, prioritize and organize requests and inquiries for Director's response/action;
• Communicate frequently with Director and other parties on status of urgent responses and requests;
• Schedule meetings and appointments;
• Quickly reprioritize schedule when needed for pressing or emergent issues;
• Prepare the Director for upcoming meetings and appointments by conducting research, providing summaries, creating agendas, compiling minutes, sending follow-up correspondence;
• Act as a resource for information and support;
• Proactively identify opportunities to streamline tasks, consolidate appointments and otherwise assist the Director to accomplish priorities in an efficient and effective manner;
• Correspond with stakeholders on behalf of the Director and/or executive leadership team in writing, in person and over the phone; provide clear, timely and professional customer service in responding to inquiries and requests; interact effectively with other government and nonprofit partners, community members and a variety of stakeholders in alignment with City policies and procedures;
• Handle sensitive and confidential issues and records; resolve customer complaints; and refer customers to the appropriate resource;
• Perform paraprofessional analytical work;
• Research, compile and summarize information and data; prepare and maintain reports, databases and presentations;
• Monitor expenditures following established policies and procedures and oversee/facilitate approval of transactions;
• Assist in the development and application of procedures and maintenance of policy documentation;
• Collaborate with the Human Resources, Payroll, Talent Acquisition and H&CD administrative staff on job description development, posting open positions, coordination of applicant information and interviews; assist with onboarding and offboarding processes;
• Coordinate document approval process by Director and Assistant City Manager. Gather/solicit all items requiring approval, track approval progress, communicate status to pertinent parties;
• Support executive team with Council agenda prep and follow-up; coordinate timely approval of draft Council agenda items through eScribe; maintain annual Council meeting calenda

Requirements

The ideal candidate is a highly motivated, proactive, and resourceful administrative professional who can work independently and use good judgement in making decisions or referring matters to senior management for attention or collaborative action. The position requires someone who is detail-oriented and organized with the ability to work under sometimes tight timelines. The ideal candidate must be a team player and sensitive to events and issues impacting the day-to-day activities of the department, briefing executive leadership when necessary.

Qualifications

• Experience as an Executive Assistant or similar role;
• Strong organizational skills and the ability to manage multiple tasks simultaneously;
• Excellent communication and interpersonal skills;
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint;
• Ability to handle sensitive and confidential information;
• Knowledge of city policies and procedures;
• Ability to work independently and under pressure;
• Strong problem-solving and decision-making skills;
• Ability to work collaboratively with cross-functional teams;
• Experience with budgeting and financial management;
• Experience with HR and talent acquisition processes;
• Ability to manage time effectively and meet deadlines;
• Experience with project management tools and software;
• Ability to maintain confidentiality and adhere to ethical standards;
• Experience with public sector administration and community development;
• Ability to work flexible hours, including some evenings and weekends;
• Ability to travel occasionally to support City events and meetings;
• Ability to work remotely and adapt to a hybrid work schedule;
• Ability to work in a fast-paced, deadline-driven environment;
• Ability to work with diverse stakeholders and communities;
• Ability to maintain a positive attitude and work effectively under stress;
• Ability to attend occasional evening and weekend meetings;
• Ability to work with a diverse range of people and cultures;
• Ability to work with a wide range of stakeholders and partners;
• Ability to work with a variety of internal and external partners;
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