Administrative Assistant (Mayor's Office)
GovernmentJobs.com, Detroit, MI, United States
Administrative Assistant
Support the Mayor's Office by managing scheduling and calendar coordination for the Mayor's Office executive staff. This role serves as a primary point of contact for internal and external stakeholders, ensuring efficient, confidential, and responsive administrative support that enables the Mayor's Office to operate smoothly and meet its strategic objectives.
Key Responsibilities:
Constituent Issue Resolution (General Office Support)
Answer constituent calls through a phone tree shared by all Mayor's Office Front Desk and Administrative Staff
Document the constituent need and utilize a contact list and electronic system to route the need to the appropriate City department
Maintain and follow a callback list to ensure within 72 hours that each referral sent to a Department was addressed with outreach and contact with the constituent.
Problem-solve and escalate were service gaps exist between constituents and Departments.
Administrative Support (General Office Support)
Provide general administrative assistance (filing, data entry, document preparation, and office logistics) as needed to support Mayor's Office operations.
Special Projects (General Office Support)
Assist with special projects, events, and outreach efforts as assigned; support mayoral initiatives and community engagement activities.
Calendar Management (Assignment-specific)
Maintain, update, and optimize complex calendars for assigned Mayor's Office executive staff; schedule meetings, hearings, briefings, and public appearances with attention to priority, conflicts, and travel needs.
Prioritize requests, coordinate with departments, external partners, and staff to ensure feasible scheduling and timely responses.
Meeting Coordination (Assignment-specific)
Arrange logistics for internal and external meetings (venue, video/teleconferencing, equipment, catering, materials, and attendee lists).
Prepare and distribute meeting agendas, briefing materials, and follow-up task lists; track action items and deadlines.
Travel and Appointments (Assignment-specific)
Coordinate travel arrangements for Mayor's Office executive staff, including itineraries, accommodations, and reimbursements; ensure compliance with city travel policies.
Documentation and Records (Assignment-specific)
Maintain organized filing systems (electronic and paper) for scheduling, correspondence, and key documents; ensure confidentiality and data security.
Stakeholder Liaison (Community-wide)
Serve as a courteous and professional liaison with City departments, boards, commissions, partner organizations, constituents, and the press as directed
Minimum Qualifications:
Education
Required: High school diploma or equivalent.
Preferred: Associate degree or higher in Office Administration, Public Administration, Communications, or a related field.
Experience
Required: 510 years of Executive and/or municipal-level administrative support
Required: Experience with calendar management in a government or public sector environment; familiarity with constituent services, CRM systems, and basic project coordination
Supplemental Information:
Job Type: Appointed Full Time
Professionalism in appearance, speech, organization and attention to detail.
Discreet communication.
Extremely strong written and verbal skills.
Ability to work in a fast-paced and deliverable-focused environment.
Ability to pivot from assignments to emergency directives based on volume and circumstance.
Ability to work independently with a high degree of organization and self-motivation.
Exceptional organizational and time-management skills; ability to manage multiple competing priorities with attention to detail.
Proficiency in Microsoft Office (Outlook, Word, Excel) and comfortable using city-specific software and scheduling tools; ability to learn new systems quickly.
Strong customer service orientation and professional demeanor when interacting with the public and government staff.
Ability to handle confidential information with integrity and to exercise sound judgment.
Collaborative mindset with the ability to work effectively across departments and with diverse stakeholders.
Work Environment and Travel
On-site in a fast-paced government office; frequent interaction with city staff, officials, and the public.
Occasional after-hours events or meetings; some travel may be required for official duties.
This description outlines the general nature and level of work performed by incumbents assigned to this role. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. The City reserves the right to modify job duties at any time.
Support the Mayor's Office by managing scheduling and calendar coordination for the Mayor's Office executive staff. This role serves as a primary point of contact for internal and external stakeholders, ensuring efficient, confidential, and responsive administrative support that enables the Mayor's Office to operate smoothly and meet its strategic objectives.
Key Responsibilities:
Constituent Issue Resolution (General Office Support)
Answer constituent calls through a phone tree shared by all Mayor's Office Front Desk and Administrative Staff
Document the constituent need and utilize a contact list and electronic system to route the need to the appropriate City department
Maintain and follow a callback list to ensure within 72 hours that each referral sent to a Department was addressed with outreach and contact with the constituent.
Problem-solve and escalate were service gaps exist between constituents and Departments.
Administrative Support (General Office Support)
Provide general administrative assistance (filing, data entry, document preparation, and office logistics) as needed to support Mayor's Office operations.
Special Projects (General Office Support)
Assist with special projects, events, and outreach efforts as assigned; support mayoral initiatives and community engagement activities.
Calendar Management (Assignment-specific)
Maintain, update, and optimize complex calendars for assigned Mayor's Office executive staff; schedule meetings, hearings, briefings, and public appearances with attention to priority, conflicts, and travel needs.
Prioritize requests, coordinate with departments, external partners, and staff to ensure feasible scheduling and timely responses.
Meeting Coordination (Assignment-specific)
Arrange logistics for internal and external meetings (venue, video/teleconferencing, equipment, catering, materials, and attendee lists).
Prepare and distribute meeting agendas, briefing materials, and follow-up task lists; track action items and deadlines.
Travel and Appointments (Assignment-specific)
Coordinate travel arrangements for Mayor's Office executive staff, including itineraries, accommodations, and reimbursements; ensure compliance with city travel policies.
Documentation and Records (Assignment-specific)
Maintain organized filing systems (electronic and paper) for scheduling, correspondence, and key documents; ensure confidentiality and data security.
Stakeholder Liaison (Community-wide)
Serve as a courteous and professional liaison with City departments, boards, commissions, partner organizations, constituents, and the press as directed
Minimum Qualifications:
Education
Required: High school diploma or equivalent.
Preferred: Associate degree or higher in Office Administration, Public Administration, Communications, or a related field.
Experience
Required: 510 years of Executive and/or municipal-level administrative support
Required: Experience with calendar management in a government or public sector environment; familiarity with constituent services, CRM systems, and basic project coordination
Supplemental Information:
Job Type: Appointed Full Time
Professionalism in appearance, speech, organization and attention to detail.
Discreet communication.
Extremely strong written and verbal skills.
Ability to work in a fast-paced and deliverable-focused environment.
Ability to pivot from assignments to emergency directives based on volume and circumstance.
Ability to work independently with a high degree of organization and self-motivation.
Exceptional organizational and time-management skills; ability to manage multiple competing priorities with attention to detail.
Proficiency in Microsoft Office (Outlook, Word, Excel) and comfortable using city-specific software and scheduling tools; ability to learn new systems quickly.
Strong customer service orientation and professional demeanor when interacting with the public and government staff.
Ability to handle confidential information with integrity and to exercise sound judgment.
Collaborative mindset with the ability to work effectively across departments and with diverse stakeholders.
Work Environment and Travel
On-site in a fast-paced government office; frequent interaction with city staff, officials, and the public.
Occasional after-hours events or meetings; some travel may be required for official duties.
This description outlines the general nature and level of work performed by incumbents assigned to this role. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. The City reserves the right to modify job duties at any time.