Executive Assistant-DMD

Administrative Assistant

Position serves as an integral member of the agency or division executive leadership team and is responsible for providing wide-ranging administrative and project support to the agency or division, and its director. Incumbent in this position will support several leaders and work with the boards associated with the agency or division. The incumbent attends public meetings to ensure relevant parties are duly notified of hearings in a timely manner. The incumbent in this position will ensure hearings are properly documented and act as the liaison between the boards, city, and residents.

The Department of Metropolitan Development (DMD) works to shape the city's identity by strengthening people and places, building upon our history, and fostering visionary development. The DMD agency envisions the city as a growing, vibrant, and beautiful city where people and businesses thrive in an inclusive, world-class community. The agency is able to do this by cultivating a productive, collaborative, and compliant work environment in order for our workforce to meet the needs of the residents of Indianapolis and Marion County.

The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Position Responsibilities

Key responsibilities include :

• Coordinating executive communications, including taking calls, responding to emails, and interfacing with agency visitors, residents, Board members, City County Councilors, and various community stakeholders and organizations.
• Swiftly responding to inquiries by finding answers or directing to appropriate personnel.
• Being passionate about customer service and driven to find solutions, referring only the most complex issues to the next level.
• Developing and sustaining a high level of professionalism among staff, stakeholders, and residents.
• Assisting Director in scheduling and administrative requirements.
• Scheduling and maintaining calendar of appointments, meetings, and travel itineraries, and coordinating related arrangements.
• Preparing, composing, and initiating correspondence, memoranda, presentation material, and reports for the Director.
• Managing, coordinating, and facilitating special projects, meetings, and events as requested by the Director and providing updates to the Director as requested.
• Acting as liaison among department groups, teams, staff, and the Director to communicate information as requested.
• Developing, generating, and distributing special reports and findings related to various department administrative projects, research, and analysis of nationwide trends and best practices related to the division's industry.
• Preparing internal and external corporate documents for team members.
• Preparing submittals for various awards programs.
• Maintaining appropriate records, files, documentation, with regards to legal settlements, Board communications, stakeholder reports / communications, etc.
• Maintaining an organized filing system of paper and electronic documents.
• Arranging corporate events to take place outside of the workplace, such as staff appreciation events, staff training events, etc.
• Upholding a strict level of confidentiality in all matters.
• Identifying and documenting business needs and objectives in the current and / or future state relative to administration processes.
• Creating executive summaries and reports.
• As directed, providing support for other members of the leadership team to meet and support initiatives and projects.
• Determining the need of administrative office supplies, equipment, and materials. Replacing or purchasing new office supplies and equipment as needed. Planning and coordinating office supplies receiving, distributing, and storage.
• Preparing requisitions and submitting to finance team for processing. Organizing, implementing work methods, and prioritizing workload to meet deadlines.
• Planning and coordinating administrative service activities regarding support services.
• Overseeing the maintenance and alteration of administrative office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities. Conducting investigations to determine comparative costs regarding office equipment.
• Identifying events, stakeholders, entities, and people that are affecting (or being affected by) a situation at hand and establishing a recommended course of action.
• Being able to anticipate the implications and consequences of a situation and prepare for possible contingency plans.
• Serving as Assistant Secretary to the Metropolitan Development Commission. In the absence of Board Secretary, plans board proceedings, coordinates the scheduling, and attends meeting to provide administrative support. Prepares all agenda items and minutes and distributes as required. (OR Plans Board proceeding and based on the number of participants and observes, coordinates the scheduling of the hearing. Attends the meeting to provide administrative support. Responsible for all required notices and postings. Prepares minutes from Board and distributes as required.)
• May serve on internal department committees. May manage an intern on occasion.
• Providing consultation and assistance regarding specific matters within identified area of expertise.
• Ensuring compliance with organization policies and procedures as they relate to area of responsibility.

Qualifications

Minimum job requirements and qualifications include :

High School education or equivalent with a minimum of two (2) to four (4) years' prior work-related experience is required. Effective in treatment of customers whether face to face and / or telephonically in a professional and courteous manner. Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to type, update and / or create reports, and spreadsheets as needed. Demonstrate creative ability when presented with unformatted projects and / or ideas. Must be able to communicate effectively both in oral and written formats.

Preferred job requirements and qualifications include :

Associates degree in Public Affairs, Public Administration, Business Administration, or a related field with two (2) years' experience in a role as a Sr. Administrative or Executive Assistant.