Assistant to the Deputy Mayor

Position SummaryThe Assistant to the Chief Deputy Mayor or Chief of Staff provides high-level administrative, operational, and logistical support to the Chief Deputy Mayor or Mayor’s Chief of Staff, ensuring the efficient management of their daily activities, communications, and strategic priorities. This role requires a proactive, detail-oriented professional who can handle complex scheduling, correspondence, confidential matters, and interdepartmental coordination. The Assistant serves as a trusted liaison between the Mayor’s office, city agencies, elected officials, external stakeholders, and the public, facilitating smooth operations and effective decision-making.Essential FunctionsManages the Chief Deputy Mayor’s or Mayor’s Chief of Staff calendar, appointments, and travel arrangements, ensuring efficient time management and prioritization of engagements.Drafts, reviews, and manages emails, reports, memos, and other official communications on behalf of the Chief Deputy Mayor or Mayor’s Chief of Staff.Organizes and prepares for internal and external meetings, public events, and speaking engagements, including briefing materials and follow-ups.Serves as the primary point of contact between the Mayor’s Office and city departments, elected officials, business leaders, and community organizations.Handles sensitive and confidential matters with discretion, including policy discussions, personnel matters, and high-profile city initiatives.Assists in the preparation of reports, presentations, and policy documents, conducting background research as needed.Tracks key projects and deadlines, ensuring follow-ups and timely execution of initiatives assigned by the Chief Deputy Mayor or Mayor’s Chief of Staff.Maintains an organized office workflow, ensuring efficiency in administrative processes and prioritization of urgent matters.Provides critical support during emergency situations, city events, and high-pressure scenarios, ensuring smooth decision-making and execution.Assists in planning public appearances, press conferences, and stakeholder events, ensuring proper protocol and representation.Required Competencies, Knowledge, Skills, and AbilitiesKnowledge of:City government operations, policies, and administrative procedures.Executive office management and high-level government administration.Meeting coordination, scheduling, and travel logistics for senior officials.Stakeholder engagement, protocol, and intergovernmental relations.Confidentiality standards and professional discretion in government settings.Skills in:Executive-level scheduling and time management.Written and verbal communication, including drafting official documents.Multitasking and prioritization of complex tasks and deadlines.Event coordination, meeting planning, and agenda preparation.Problem-solving and handling fast-paced, high-pressure environments.Ability to:Manage sensitive matters with diplomacy and discretion.Anticipate needs and proactively address challenges.Work independently while ensuring seamless executive operations.Handle multiple competing priorities with efficiency and professionalism.Foster positive relationships across all levels of government and external stakeholders.