Senior Executive Assistant

The City of Katy is looking for a Senior Executive Assistant in our Administrations Department!

Are you a dynamic, seasoned administrative professional with a passion for supporting the efficient operation of local government? We are seeking a highly organized and detail-oriented individual to join our team as a Senior Executive Assistant for the City of Katy. In this pivotal role, you will provide comprehensive support to the City Administrator, facilitate communication between departments, and ensure the smooth execution of administrative processes. If you thrive in a dynamic environment, possess exceptional communication skills, and excel at managing multiple priorities, we invite you to apply and become an integral part of our City's success.

SUMMARY: Provides direct administrative support to the City Administrator in daily operations. Plans, organizes, and develops methods to meet department needs. Researches and answers specific questions and provides information to assist in the resolution of issues. Performs a variety of high level administrative and office tasks as well as a variety of specific duties to ensure objectives are achieved efficiently.

EXAMPLES OF ESSENTIAL DUTIES: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties, which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

MINIMUM QUALIFICATIONS:

• Develops and implements procedures to control workflow for the City Administrator.

• Performs administrative support duties to include coordinating or participating in the preparation and distribution of meeting agendas and minutes; maintaining an executive calendar of meetings, conferences, public appearances, and travel arrangements; processing requisitions; answering and routing calls; preparing and processing purchase orders and invoices.

• Provides customer service, serves as a liaison to, and coordinates with internal and/or external departments, personnel, citizens, and agencies to facilitate departmental operations, including assisting with special projects, office events, and assignments.

• Collects, prepares, and supplies information for use in discussions and meetings with Council members, department heads, managers, supervisors, staff members and citizens.

• Composes letters and memoranda; responsible for preparing, typing, and distributing reports and inter-office and press-related memos and documents issued by the Mayor's office

• Assistant in preparing the annual budget.

• Maintain confidential files and records of sensitive nature.

• This position is considered Critical Personnel during a natural or manmade disaster and/or a catastrophic event. This position may be required to provide services or perform duties for the benefit of the public and the continuity of City operations. These may include services or duties different from those performed in the usual course and scope of this position.

• Serves as a liaison to and coordinates with contractors and consultants for special projects or tasks within the Katy Management District.

• Perform other duties as required.

Education, Training and Experience Guidelines:

• Associate Degree in Business Administration or related field AND five (5) years of senior-level administrative experience; OR an equivalent combination of education, training, and experience.

Knowledge of:

• City and Department organizational structure and functions, policies, and procedures.

• Ability to analyze and resolve problems independently.

• Ability to prioritize and work within strict time constraints.

Skill in:

• Coordinating and executing multiple tasks simultaneously.

• Dealing with public relations issues and various citizen inquiries tactfully, courteously, and in a business manner.

• Establishing and maintaining effective working relationships with co-workers, supervisors, and the general public.

• Reading, interpreting, explaining, and applying laws, codes, ordinances, rules, regulations, policies, and procedures.

• Communicating effectively both orally and in writing; ability to research, collect, analyze, summarize, and prepare both technical and administrative reports and compose a variety of correspondence.

• Developing, evaluating, and implementing processes and procedures.

• Advanced level Microsoft Office Programs and typing speed of 65 wpm.

LICENSE AND CERTIFICATION REQUIREMENTS:

• Valid State of Texas driver's license.

• Executive Assistant Certification preferred.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

• Prolonged periods of sitting, standing, walking, reaching, and bending

• Must possess adequate dexterity to operate a computer, telephone, copy machine, and other office equipment.

• Requires normal vision, hearing, and understandable articulation

• Frequent lifting and/or moving objects up to 10 pounds and occasionally up to 30 pounds

• Work will be performed in a normal office environment or in extreme temperatures and weather conditions; dirty and dusty conditions.

The City of Katy is committed to compliance with the Americans with Disabilities and Amendments Act and is an Equal Opportunity Employer.