Executive Assistant
City of Wausau Fire Department, Wausau, WI, United States
Executive Assistant
The Executive Assistant serves as the primary administrative and operational coordinator for the Mayor's Office, functioning as a trusted partner to the Mayor. This position manages the day-to-day operations of the office, ensuring the Mayor is informed, prepared, and positioned to effectively lead.
This role requires a high level of organization, discretion, initiative, and independent judgment. The Executive Assistant anticipates needs, manages competing priorities, coordinates key functions such as board and commission appointments, and ensures timely, accurate communication with internal and external stakeholders.
The ideal candidate is proactive and detail-oriented, with the ability to work independently, take ownership of responsibilities, and identify opportunities to improve processes and enhance office operations. This position also requires professionalism, adaptability, and the ability to maintain political neutrality while supporting the Office of the Mayor in service to the City.
The starting hourly rate for this position is $26.12 or higher depending on qualifications with excellent benefits, including enrollment in the Wisconsin Retirement System. The schedule for this position is 8:00 AM to 4:30 PM, Monday through Friday.
Essential Duties and Responsibilities
Manage and coordinate the daily operations of the Mayor's Office, ensuring organization, efficiency, and follow-through on priorities and commitments
Serve as the primary point of contact for the Mayor's Office, exercising discretion and judgment in managing communications, inquiries, and access to the Mayor
Manage and prioritize the Mayor's calendar, ensuring alignment with organizational priorities and preparing the Mayor with detailed background information for meetings, events, and engagements
Anticipate scheduling conflicts, competing priorities, and preparation needs; proactively resolve issues and ensure the Mayor is fully prepared
Maintain and monitor a comprehensive tracking system for City board, committee, and commission appointments, including terms, expirations, vacancies, and reappointments; coordinate related recruitment and appointment processes
Draft, edit, and coordinate high-level correspondence, proclamations, press releases, social media content, and other communications on behalf of the Mayor
Coordinate agendas, materials, and logistics for meetings involving the Mayor, including regular meetings with department heads and external partners; ensure timely preparation and follow-up
Plan, coordinate, and execute employee engagement activities, recognition events, and internal functions on behalf of the Mayor's Office
Serve as a liaison to City staff, elected officials, external organizations, and the public, providing information, resolving inquiries, and maintaining a high level of customer service
Coordinate and respond to Open Records Requests in compliance with applicable laws
Process invoices, purchase orders, and payment vouchers in accordance with City policies
Proactively identify opportunities to improve processes, enhance efficiency, and support departmental or citywide initiatives
Independently initiate and complete projects or assist other departments during periods of lower activity
Maintain continuity of operations within the Mayor's Office during leadership transitions
Minimum Requirements
Bachelor's degree in business administration, public administration, communications, or a related field
Four (4) years of progressively responsible administrative or executive-level support experience
A combination of education and experience that provides equivalent knowledge, skills, and abilities may be considered.
Successful candidates will demonstrate:
Strong organizational skills and attention to detail
Ability to work independently and take initiative with minimal direction
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and demonstrated ability to quickly learn, adapt to, and independently navigate new software systems, applications, and web-based platforms with minimal direction
Ability to anticipate needs, solve problems, and manage competing priorities
Professional communication skills and the ability to interact effectively with a wide range of stakeholders
Discretion in handling confidential information
Adaptability and the ability to maintain political neutrality in an elected official environment
Additional Information
All applications must completely filled out and have a Resume attached in the "Attachments" section of the application. A Cover Letter is highly recommended. Applications that are not complete and do not have the required attachment will not be considered.
When completing References section, include 3 professional references with current and valid email addresses. References will not be contacted unless a candidate becomes a finalist for consideration or a conditional offer of employment is extended and accepted.
The City of Wausau will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Human Resources Department or phone (715) 261-6630 to request special accommodations prior to the application deadline.
Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicant's application, records, recommendations and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the City not provide access to this information.
If you choose not to have this information become a public record, you must make such a request in writing to the Human Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law.
The City of Wausau is an Equal Opportunity Employer.
The Executive Assistant serves as the primary administrative and operational coordinator for the Mayor's Office, functioning as a trusted partner to the Mayor. This position manages the day-to-day operations of the office, ensuring the Mayor is informed, prepared, and positioned to effectively lead.
This role requires a high level of organization, discretion, initiative, and independent judgment. The Executive Assistant anticipates needs, manages competing priorities, coordinates key functions such as board and commission appointments, and ensures timely, accurate communication with internal and external stakeholders.
The ideal candidate is proactive and detail-oriented, with the ability to work independently, take ownership of responsibilities, and identify opportunities to improve processes and enhance office operations. This position also requires professionalism, adaptability, and the ability to maintain political neutrality while supporting the Office of the Mayor in service to the City.
The starting hourly rate for this position is $26.12 or higher depending on qualifications with excellent benefits, including enrollment in the Wisconsin Retirement System. The schedule for this position is 8:00 AM to 4:30 PM, Monday through Friday.
Essential Duties and Responsibilities
Manage and coordinate the daily operations of the Mayor's Office, ensuring organization, efficiency, and follow-through on priorities and commitments
Serve as the primary point of contact for the Mayor's Office, exercising discretion and judgment in managing communications, inquiries, and access to the Mayor
Manage and prioritize the Mayor's calendar, ensuring alignment with organizational priorities and preparing the Mayor with detailed background information for meetings, events, and engagements
Anticipate scheduling conflicts, competing priorities, and preparation needs; proactively resolve issues and ensure the Mayor is fully prepared
Maintain and monitor a comprehensive tracking system for City board, committee, and commission appointments, including terms, expirations, vacancies, and reappointments; coordinate related recruitment and appointment processes
Draft, edit, and coordinate high-level correspondence, proclamations, press releases, social media content, and other communications on behalf of the Mayor
Coordinate agendas, materials, and logistics for meetings involving the Mayor, including regular meetings with department heads and external partners; ensure timely preparation and follow-up
Plan, coordinate, and execute employee engagement activities, recognition events, and internal functions on behalf of the Mayor's Office
Serve as a liaison to City staff, elected officials, external organizations, and the public, providing information, resolving inquiries, and maintaining a high level of customer service
Coordinate and respond to Open Records Requests in compliance with applicable laws
Process invoices, purchase orders, and payment vouchers in accordance with City policies
Proactively identify opportunities to improve processes, enhance efficiency, and support departmental or citywide initiatives
Independently initiate and complete projects or assist other departments during periods of lower activity
Maintain continuity of operations within the Mayor's Office during leadership transitions
Minimum Requirements
Bachelor's degree in business administration, public administration, communications, or a related field
Four (4) years of progressively responsible administrative or executive-level support experience
A combination of education and experience that provides equivalent knowledge, skills, and abilities may be considered.
Successful candidates will demonstrate:
Strong organizational skills and attention to detail
Ability to work independently and take initiative with minimal direction
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and demonstrated ability to quickly learn, adapt to, and independently navigate new software systems, applications, and web-based platforms with minimal direction
Ability to anticipate needs, solve problems, and manage competing priorities
Professional communication skills and the ability to interact effectively with a wide range of stakeholders
Discretion in handling confidential information
Adaptability and the ability to maintain political neutrality in an elected official environment
Additional Information
All applications must completely filled out and have a Resume attached in the "Attachments" section of the application. A Cover Letter is highly recommended. Applications that are not complete and do not have the required attachment will not be considered.
When completing References section, include 3 professional references with current and valid email addresses. References will not be contacted unless a candidate becomes a finalist for consideration or a conditional offer of employment is extended and accepted.
The City of Wausau will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Human Resources Department or phone (715) 261-6630 to request special accommodations prior to the application deadline.
Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicant's application, records, recommendations and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the City not provide access to this information.
If you choose not to have this information become a public record, you must make such a request in writing to the Human Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law.
The City of Wausau is an Equal Opportunity Employer.