Executive Assistant

Overview

The City of Newark is seeking an Executive Assistant that is responsible for providing comprehensive administrative support to the Chief Sustainability Officer as well as handling special projects. We are looking for someone who works effectively and interacts independently with internal and external sources to solve problems and anticipates deviations from plans and makes additional plans for accommodations. The ideal candidate provides flexible, efficient and timely responses to the needs of the department, presents new and innovative ideas, gives them the appropriate follow-up and if necessary, makes adjustments.

Responsibilities:

• Act as the project coordinator for team meetings, including all-staff meetings, community meetings, and special events

• Produce and edit internal and external correspondence and materials, as needed

• Support Chief Sustainability Officer before and after key meetings with reminders about content and draft follow-up communications

• Responsible for strategic calendar management, including scheduling meetings, coordinating recurring check-ins, updating attendees, and communicating across multiple departments and external organizations as needed to schedule events

• Screen and handle telephone communications; evaluates incoming and outgoing correspondence and prepares responses as appropriate

• Establish and oversee a well-organized functional system of filing and database management

• Order supplies, equipment, and materials for the team and track expenses

• Makes arrangements for conferences and business travel

• Complete mileage reports, expense reimbursements, travel arrangements, and related documents for individuals and groups

• Plan, develop and implement office management procedures and policies, recommends modifications to existing procedures as required and maintain and regularly update the office

Policy and Procedure Manual

• Processes vendor payments and payroll

• Assists and helps troubleshoot technology issues

• Perform various administrative and executive support tasks while managing sensitive matters with a high level of confidentiality and discretion

• Build meaningful and trusting relationships with City staff, community stakeholders, elected officials, etc to facilitate positive outcomes and contribute to a high-performing collaborative culture• Function as liaison by providing flexible, efficient and timely response to the needs of the department

• Compose information and prepare correspondence in a clear, concise and well-organized manner

• Proofread official documents

• Special Projects: assist on special projects as needed and effectively presents all materials through use of technology or assist Leadership in effectively presenting materials

Qualifications:

• An associates degree or a baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience

• 2-5 years of progressive responsible office management, executive support, office management, special projects experience or an equivalent combination of education and experience

• Effective oral, written communication and interpersonal skills required

• Skilled at organizing complex meetings and professional social events

• Excellent organizational skills

• High level of integrity and discretion

• Qualified candidates must be able to effectively communicate with all levels of within the City of Newark, external organization, and the public.

• Must be able to operate in a fast-paced environment, often under short and shifting deadlines and in high-pressure situations

• Ability to utilize independent judgment in the execution of a wide range of administrative and executive support-related tasks

• Ability to be flexible and handle multiple projects at the same time

• Demonstrated ability to build strong relationships and positively interact with multidisciplinary staff, patients, and others

• Able to act independently when required and perform as a highly functional member of a team

• Proficiency in Microsoft Office Suite including Windows, Word, Excel, PowerPoint, and demonstrated ability to learn multiple applications and/or systems

Office Conditions:

• The candidate would work in the Office of Sustainability’s office in City Hall.

Note: The City of Newark has a residency requirement for all public employees. The successful applicant must establish a principal residence in the city of Newark within six months of effective date of employment.

Compensation and Benefits:This is a full-time position with an hourly range between $25-$28 an hour, depending on experience. This position does not include benefits nor would holiday pay be included

Application instructions:

To apply, submit a cover letter, resume, and contact information for three references including one upervisor to sustainabilityteam@ci.newark.nj.us. Please use the subject line “Executive Assistant” application [Last Name].” No phone calls please.