Senior Executive Assistant

Executive Assistant

This is highly responsible, professional, and executive administrative position serves as the executive assistant of the County Administrator. The position also works closely with executive senior management to respond to tasks, projects, and initiatives assigned by the County Administrator. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The Job Description Questionnaire (JDQ) reflects a more detailed description of the position. Neither the job description nor the JDQ constitutes an employment agreement. Both are subject to change as the needs of the County and requirements of the job change. Provides high-level administrative support to the County Administrator. Specific duties include but are not limited to : responding to emails and phone calls in a timely manner; managing the County Administrator's calendar and coordinating meetings; drafting letters, memos, other correspondence; serving as a liaison to senior management staff to carry out essential tasks assigned; conducting research, gathering data and preparing information on tasks assigned; performing procurement tasks; and implementing any and all administrative tasks and / or projects that are assigned by the County Administrator. Provides office support as needed. Deals effectively and courteously with staff and the public. Monitors equipment operations and ensures that office equipment receives required maintenance and pursues replacement options as needed. Monitors level of office supplies and replenishes supplies as needed. Tracks and coordinates the response to citizen inquiries. Serves as back-up for support staff in all duties including agenda distribution, CitizensConnect, Public Notices, and other required meetings. Responsible for scheduling and logistics of all aspects of quarterly senior management staff meetings and supports management staff in completing large projects as required. Exercising independent judgment on a daily basis, provides guidance to supervised employees. Effectively prioritizes tasks to ensure that the most urgent work is completed first. Consistently follows all County policies. The role requires frequent shifts in focus, with problem-solving tasks including prioritizing and delegating assignments, and determining whether an inquiry should be referred to another department under the County Administrator. Complex or creative thinking is needed when assisting callers or visitors, assessing their needs, responding to requests, or directing them to the appropriate County department. Additional responsibilities include drafting correspondence and managing assignments for support staff. Duties are generally defined and require significant judgment in determining how to accomplish the work. Guidance from supervisor and / or lead co-worker is seldom received. Employee is supervisory. Employee has contact with Commissioners, Aides, County Administrator, and other staff, responding to inquiries, providing specific information requested, scheduling meetings, and obtaining signatures for documents. Employee has contact with citizens to provide them with information on problems or concerns they may have or put them in contact with the correct individual who can assist them. Tools and equipment used include, but are not limited to, personal computer, Word, Adobe Pro, Excel, Smartsheet software, database software such as Banner, Banner Self-Service, NeoGov, CitizensConnect, Character Generator, and standard office equipment. Work is performed in an office setting. Must be able to remain in a stationary position at a desk and / or computer for extended periods of time. Must be able to lift / push / pull at least 20 lbs. May need to stand for long periods of time. Physical demands include standing, walking, sitting, and handling objects. Familiarity with local government structure and operations. Proficient in proper formats, grammar, and spelling. Knowledgeable in the use of standard office equipment and personal computer software in a Windows environment. Strong communication skills, with the ability to convey information clearly, effectively, and with tact. Proven ability to perform in a fast-paced office environment with multiple phone lines. Skilled in taking and transcribing dictation. Capable of typing and word processing quickly and accurately to prepare correspondence. Efficient in scheduling meetings and appointments, ensuring accuracy and timeliness. Demonstrated ability to complete assignments independently, with strong attention to detail. Skilled at organizing, prioritizing tasks, and meeting deadlines. Requires an associate's degree and five years of experience in secretarial and / or clerical work. Formal application, rating of education and experience; oral interview and reference check. Exempt due to supervisory responsibilities, an essential element of the job. Revision History : April 9, 2025.