Executive Assistant

Position SummaryThis role supports the City’s Budget Director and Budget Office Deputies with complex scheduling and critical administrative tasks. The employee in this role demonstrates professionalism and confidentiality when handling sensitive matters and provides critical administrative, clerical, and operational support to the entire Budget Office.Essential FunctionsSchedule meetings and prepare materials for meetings throughout the year, including during busy seasons tied to the annual budget cycle, as well as with individuals inside and outside of the government throughout the year.Work closely with other administrative professionals across the City to address administrative challenges, including complex scheduling for the respective City executives supported by administrative colleagues across the City.Under direction from colleagues in Budget, prepare, disseminate, and collect Word and Excel templates from City departments at key budget process intervals.Support the tracking of departmental responses at key milestones in the annual budget process and conduct follow-up as needed.Keep reports and correspondence and demonstrate confidentiality when handling sensitive reports and documents. Screen phone calls and external outreach for the Director, handles inquiries from internal and external staff, and conducts research to refer issues to the appropriate unit for disposition.  Serve in a liaison capacity with other departments and City officials. Provide administrative, clerical, and operational support and related work to the Budget Director and Budget Office Deputies as required.Competencies, Knowledge, Skills and AbilitiesKnowledge of communications and public relations principles and practices used in the preparation and dissemination of informational materials in all types of media. Excellent analytical, verbal and written communication skills with the ability to support drafting templates, sharing materials with offices, and screening documents as they are returned to the Budget Office.Knowledge of modern communication principles and practices. Proven success in developing collaborative relationships and, ability to think critically and analyze information.Professionalism and judgment, as well as ability to apply critical thinking and tactfully handle various situations, using the highest level of diplomacy and customer service. Excellent project management and ability to pay strict attention to detail while remaining focused and working in situations that may involve multiple interruptions. Ability to multi-task as needed, particularly during peak budget season (December through May).