Executive Assistant

About This Position

Job Description:

Purpose:

Under limited supervision, this position provides various routine administrative functions to departmental staff.

Duties, Functions and Responsibilities:

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Provides administrative support on projects by researching and compiling data.
• Distributes and reconciles petty cash requests.
• Monitors and tracks interdepartmental documents. Creates, maintains, and archives documents.
• Schedules and coordinates meetings and appointments.
• Greets visitors, handles their inquiries, and directs them to the appropriate person according to their needs.
• Answers multi-line phones, transfers calls, and takes messages.
• Opens, sorts, and distributes incoming mail.
• Creates and maintains files, documents, records, and reports.
• Orders and receives office supplies, ensures invoices match deliveries, and notifies appropriate personnel of discrepancies.
• Prepares memos, letters, and other documents.

Responsibilities - Supervisor and/or Leadership Exercised:

May lead or train others.

Knowledge, Skills, and Abilities:

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of applicable processes, techniques, and methods.
• Knowledge of City practice, policy and procedures.
• Skill in oral and written communication.
• Skill in using computers and related software applications.
• Skill in handling multiple tasks and prioritizing.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Ability to train others.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to quickly recognize and analyze irregular events.
• Ability to establish and maintain good working relationships with other City employees and the public.

Minimum Qualifications:

• Graduation from an accredited high school or equivalent, plus five (5) years experience in a field related to the job.
• Any combination of education and/or work experience will substitute for minimum qualifications.

Preferred Qualifications:

• Experience providing executive, administrative, or constituent services support in a government, public sector, nonprofit, or community-focused environment.
• Demonstrated ability to manage complex calendars, coordinate meetings and events, and prioritize competing deadlines in a fast-paced setting.
• Excellent written and verbal communication skills, including experience drafting professional correspondence, newsletters, reports, or stakeholder communications.
• Knowledge of or familiarity with local government operations, public policy issues, and the role of elected officials in serving constituents.
• Proven ability to build and maintain positive working relationships with diverse stakeholders, exercise sound judgment, and provide high-quality customer service to the public.





Compensation Range:

The annual hiring range for this position is $22.63-$25.46



Physical Location:

301 W 2nd St
Austin, TX 78701




Notes to Candidate:

The District 2 Council Office seeks experienced applicants for the position of Executive Assistant who are excited to join a small, hard-working team to support the scheduling and administrative needs of the office. The ideal candidate has a passion and ability to quickly respond to meeting requests and invitations, coordinate with City departmental staff and external stakeholders, and manage the scheduling and logistical planning needs of the District 2 office. The Executive Assistant manages Councilwoman Fuentes’ schedule, coordinates community meetings and event logistics, compiles public information requests, manages record keeping, and assists with special projects.

This position will:

• Manage appointments, meeting requests, calendars and other day-to-day issues requiring facilitating the flow of information among various groups.
• Initiate and respond to scheduling phone calls, emails and online messages.
• Act as contact between Council office, city departments and constituents.
• Facilitate the handling of time-sensitive invitations and requests
• Coordinate the logistics of speaking engagements, stakeholder meetings and other types of community meetings for the District 2 Office.
• Coordinate with District 2 staff to facilitate staffing needs for meetings, events, etc.
• Additional administrative duties as needed, including preparing outbound communications such as letters of support, digital newsletters, etc.
• Special projects as assigned.

Strong candidates will possess the following:

• Strong communication and writing skills
• Creative and critical thinking
• Ability and desire to help people solve problems
• Attention to detail paired with political good sense
• Eagerness to learn quickly and be a self-starter
• Passion for politics, public policy, and good governance
• Teamwork and collaboration
• Consistent follow-through and ability to multi-task and meet deadlines
• Patience and good judgment; strong customer services skills
• Familiarity with the City of Austin, local government, and City Council District 2

Location/Schedule:

• Austin City Hall
• Telework Opportunities are available.
• Hours will vary depending on operational needs including some evenings and weekends.
• Up to 20 hours per week.

If you are selected as a top candidate:

• Verification of your education (which may include high school graduation or GED undergraduate and/or graduate degrees) will be required. You must provide proof of education from an accredited organization.
• And are in the military, you will need to provide a copy of your DD-214 prior to confirming a start date.

Benefits:

Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a

highly competitive retirement plan, training opportunities and more. Please click HERE for more information.

Travel:

If you are selected for this position and meet the Driver Safety Standards in the City of Austin Driver Safety Program, you may drive when

necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

Salary:

$22.50 - $25.00 per hour.

The following items are required to complete the application process:

• Resume
• Cover letter
• Two Writing Samples

Important Note to Applicants:

Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully completed before that time.

We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it will no longer be viewable in the system.

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JOIN THE CITY OF AUSTIN TEAM

 

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – that anchor our delivery of services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special?

• Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation.
• Value and Innovation: Work in an environment where employees are valued, and innovation thrives.
• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
• Retirement Security: Plan for the future with the City of Austin Employees' Retirement System.
• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.
• Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support.
• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.
• Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration.

 

By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

.

JOIN THE CITY OF AUSTIN TEAM

 

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – that anchor our delivery of services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special?

• Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation.

• Value and Innovation: Work in an environment where employees are valued, and innovation thrives.

• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.

• Retirement Security: Plan for the future with the City of Austin Employees' Retirement System.

• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.

• Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support.

• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.

• Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration.

 

By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

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EEO Statement for City of Austin:

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.