Executive Administrative Assistant

Executive Administrative Assistant

Reports To: Chief Operating Officer (COO) Department: Administration

Pay Band: 2 – Exempt Effective Date: Jan. 2026

Position Summary

The Executive Administrative Assistant – Operations provides high-level administrative and operational support to the Chief Operating Officer (COO) and Operations staff, while also supporting Planning & Development and Procurement functions. This position plays a central role in coordinating operational activities, managing documentation, supporting projects, and serving as a liaison among internal departments and external stakeholders. The role requires strong organizational skills, sound judgment, discretion, and the ability to manage competing priorities in a dynamic environment.

Key Responsibilities

• Provide executive-level administrative support to the COO and Operations leadership, with additional support to Planning & Development and Procurement as needed and provide backup support for CEO and Sr. Executive Advisor to CEO as necessary.
• Coordinate and manage operational records, files, contracts, plans, surveys, proposals, and project documentation.
• Serve as a liaison between Operations, Planning & Development, City departments, vendors, consultants, developers, property owners, and the public.
• Submit, track, and follow up on permits, plans, warrants, and operational or development-related documentation.
• Process invoices, reimbursements, direct purchase orders (DPOs), and other financial or procurement-related documents, including monthly pCard reconciliations.
• Prepare agendas, meeting materials, minutes, correspondence, reports, and memoranda for operational and development-related meetings.
• Manage calendars, schedule meetings, coordinate logistics, and arrange travel for the COO and Operations leadership.
• Receive, review, and route incoming correspondence; respond to routine inquiries and requests for information.
• Conduct research and compile information in support of operational initiatives, development activities, and special projects.
• Draft and edit letters, summaries, reports, and assist in the development of presentations for executive and operational use.
• Track operational and development projects; follow up with senior staff to ensure timely completion of action items.
• Track and manage the fleet services contract
• Manage electronic and physical filing systems to ensure accurate, secure, and accessible records.
• Perform data entry for contract management software, including creation of contract and Certificate of Insurance files, track and assist with coordination and follow-up of due dates and deliverables with stakeholders, management staff, and outside parties.
• Monitor contracts, compliance documents, and required materials for operational and development projects.
• Assist with real estate and property records research.
• Provide operational and planning-related information to internal stakeholders and the public, as appropriate.
• Schedule, prepare for, attend, and document bid openings, assist in evaluation committee meetings, and operational procurement activities.
• Support Procurement by researching vendors, maintaining vendor and bid records, and organizing bid submissions.
• Receive, log, date-stamp, and organize bid responses and quotations for review.
• Assist with permitting, project coordination, and basic project management tasks as assigned.
  Provide receptionist and front-office support as needed.

Required Knowledge, Skills and Abilities:

• Knowledge of administrative, accounting, purchasing, and procurement procedures.
• Proven experience providing executive or senior-level administrative support.
• Strong understanding of office management systems and operational workflows.
• Proficiency in Microsoft Office and related office and collaboration tools.
• Excellent verbal and written communication skills.
• Strong organizational, planning, and time-management abilities.
• Ability to manage multiple priorities, work independently, and exercise sound judgment.
• High level of professionalism, discretion, and confidentiality.
• Familiarity with modern office technology and applications.
  Ability to take and transcribe dictation accurately.

Education and Experience

• Education: High school diploma or equivalent required; two years of college preferred.
• Experience: Two to four years of progressively responsible administrative or executive support experience.

Physical and Work Requirements

• Physical Effort: Light physical effort required, including occasional lifting of 10–20 pounds.
• Working Conditions: Standard office environment with minimal exposure to unpleasant conditions.