Executive Assistant (Confidential)

The City of Duluth, Minnesota, is seeking a skilled and highly motivated Executive Assistant with exceptional interpersonal, collaborative, and organizational skills, demonstrated project management experience, and a strong record of accomplishment. This Executive Assistant position is distinguished from other office support positions as it serves as the Executive Assistant to the City Administrator and works regularly with the Mayor and City of Duluth leadership. This position has significant interaction with city councilors, other governmental officials, community agencies, business stakeholders and developers, and the general public. This executive assistant will be key to the success of the City Administrator and the City. This position has substantial project management responsibilities, performs more challenging functions requiring greater problem-solving skills along with routine calendar management and phone responsibilities, and has opportunities for growth. This person will join an administration committed to providing the highest levels of core services to all our constituencies and creating growth and development opportunities for our employees and all of our diverse communities. DISTINGUISHING FEATURES An employee in this class performs duties that require considerable confidentiality, initiative, tact, and use of mature and independent judgment. This classification requires leadership qualities such as adaptability, flexibility, dependability and accountability. Much of the work is self-appointed, and requires a high degree of professional independence, initiative and self- discipline. Essential Duties & Responsibilities (other duties may be assigned) 1. Represent the City to the public, businesses and other agencies at the request of the appointing authority. 2. Provide information to other city departments, community organizations, committees and the public involving specialized and technical subject matter. 3. Act as a liaison between division managers or the public and represent and communicate issues and directives. 4. Provide administrative, organizational and scheduling structure and support. 5. Prepare a variety of documents and other correspondence, complex reports, including attending meetings to gather information, conducting internet and other research, writing first drafts, and producing computer graphics. 6. Prepare complex statistical, financial, administrative and budget reports. 7. Review and summarize miscellaneous reports and documents, and prepare background documents are necessary. 8. Initiate and respond to written and verbal correspondence, including composition, editing and distribution. 9. Design and implement office policies and develop recommendations for improving departmental operations and procedures. 10. Create and maintain a system for organizing and storing both electronic and hard-copy information and records, and implement record retention policies and procedures. 11. Follow up on sensitive customer complaints and inquiries. 12. Operate, maintain and train other staff on the use of a variety of modern office equipment and programs, including computers, communication/recording equipment, storage systems and media. 13. Maintain appointment schedules and calendars, provide reminders as appropriate, and coordinate travel arrangements. 14. Coordinate and organize meetings, including notification to prospective attendees, set-up, pre and post-meeting correspondence, meeting minutes and records, and any required follow up. 15. Receive and screen communications to the supervisor including telephone calls, mail and email messages, and provide assistance using independent judgment to determine those requiring priority attention; research and respond to communications as appropriate. 16. Follow up on assignments given to management staff and provide status reports to appointing authority. 17. Participate in preparation for union contract negotiations by assisting with research and analysi of the effects of proposed language. This includes, participating in management contract negotiation strategy planning meetings, preparing draft proposals for management, providing clerical support during contract negotiation sessions, and following up on items discussed as appropriate. 18. Provide work direction to staff as assigned, including prioritizing, assigning and directing work and projects; coordinating work schedules and approving or rejecting leave requests; establishing work standards, providing coaching and feedback; providing for ongoing training of employees in emerging methods, trends, and technologies and proper and safe work methods and procedures; delegating authority and responsibilities to others as needed; and disseminating instructions and information to employees through oral and written communications. 19. Effectively recommend the hire, transfer, assignment, promotion, reward, discipline, suspension, or discharge of assigned personnel. 20. Monitor work sites to ensure compliance with established methods, guidelines, standards and procedures. 21. Effectively recommend adjustments or other actions in employee grievances. 22. Perform special projects and other duties as assigned.