The IT Executive Assistant will be providing support to the Chief Project Management Officer and CEO. This position provides administrative and operational support to the CPMO and CEO, ensuring effective communication, project coordination, and seamless management of key city initiatives. The role demands a proactive, detail-oriented individual who can manage multiple priorities and interact with a broad range of internal and external stakeholders.
Calendar and Schedule Management:
    Efficiently manage and prioritize the schedules of the CPMO and CEO
    Schedule meetings, appointments, and travel, ensuring proper time management and prioritization
    Resolve scheduling conflicts and proactively identify solutionsCommunication Management:
    Serve as the primary point of contact for internal and external stakeholders, including City departments, government officials, and community organizations
    Screen phone calls, emails, and correspondence for both executives
    Draft, proo, and edit documents, reports, and presentations for the CPMO and CEO
    Facilitate the flow of communication and follow up on key action itemsMeeting & Event Coordination:
    Organize and prepare materials for meetings, conferences, and public events involving the CPMO and CEO
    Take minutes at meetings, track action items, and ensure timely follow-up
    Assist in the planning, logistics, and execution of city-wide events, conferences, and stakeholder engagement activitiesProject Management Support:
    Help prepare and maintain project reports, status updates, and documentation
    Assist with project-related inquiriesAdministrative Support:
    Handle day-to-day administrative tasks, such as filing, organizing digital and paper records, and maintaining office supplies.
    Coordinate travel arrangements, including flights, accommodations, and itineraries for the CPMO and CEO.
    Provide support with special projects assigned by the CPMO and CEO.
    Record and distribute meeting notes
    Answer telephone and personal inquiries
    Create and maintain documents 
    Other duties as assigned Data & Document Management:
    Organize, maintain, and update confidential files and databases
    Assist in preparing reports and presentations for senior leadership and the public
    Ensure the accuracy and integrity of all project-related documentationConfidentiality & Professionalism:
    Maintain strict confidentiality regarding sensitive issues and discussions
    Exhibit professionalism in all interactions, both within the City organization and with external partiesProblem Solving & Initiative:
    Anticipate needs and proactively address administrative challenges
    Offer recommendations for process improvements, contributing to a more efficient office environmentCompetencies, Knowledge, Skills and Abilities
    Work independently on difficult or complex administration and clerical tasks 
    Accomplish work requirements in a timely manner 
    Exercise good judgment, courtesy, and professionalism in receiving office callers and in making proper disposition of problems 
    Establish and maintain effective working relationships with various internal and external clients 
    Operate standard office equipment, phone, personal computers, printers, and scanners 
    Maintain confidential information and data 
    Set and maintain priorities with a large workload 
    Fluency in Microsoft Office Suite (i.e. MS Word, Excel, PowerPoint, Outlook, SharePoint)
    Strong problem‐solving skills ‐ communicates in a clear and succinct manner and effectively evaluates information/data to recommend courses of action.
    Excellent communications skills: able to communicate effectively with IT and functional managers at all levels; able to influence and engage across multiple teams; excellent verbal and written communication, cross‐team training, and documentation skills.
    Ability to manage time effectively, set priorities appropriately, operate with minimal supervision, work and act independently/as part of a team and maintain professional demeanor under stress
    Demonstrated customer focus – evaluates decisions through the eyes of the customer; builds strong customer relationships; creates processes from customer viewpoint; partners with customers to help shape their future
    Working knowledge of Microsoft Visio is a plus
    Working knowledge of Microsoft Outlook or other automated email/scheduling system
    Basic office operations