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Executive Assistant
Lafayette
- Lafayette, Louisiana, United States
- Lafayette, Louisiana, United States
À propos
TYPICAL QUALIFICATIONS:
KNOWLEDGE: Knowledge of executive and legal administrative practices, including document preparation, records management, and office procedures. Knowledge of municipal government structure, administrative processes, public records and confidentiality requirements. Working knowledge of Microsoft Windows operating systems and Microsoft Office applications.
SKILLS: Strong organizational and record-keeping skills. Advanced editing, proofreading, and document formatting skills. Effective interpersonal and customer service skills. Strong written and verbal communication skills. Proficient computer skills, including Microsoft Word, Excel, Outlook, and PowerPoint. Skill in managing electronic document management systems, including SharePoint.
ABILITIES: Ability to maintain strict confidentiality and handle sensitive information with discretion. Ability to exercise sound judgment and prioritize work independently. Ability to manage multiple priorities, deadlines, and competing demands. Ability to communicate professionally with executive leadership, legal staff, employees, and the public. Ability to work independently and collaboratively within a team environment. Ability to research, compile, and organize information using a variety of systems and resources. Ability to adapt to changing priorities, systems, and administrative needs.
TRAINING: High school graduation or equivalent; Associates degree in Business Administration or related field required; Bachelor's degree in Business Administration or Public Administration or Paralegal certificate preferred.
EXPERIENCE: Three (3) years of progressively responsible administrative experience in an executive, legal, or municipal office; or any equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills, and abilities.
ESSENTIAL FUNCTIONS: The following duties are illustrative only and are not intended to be all inclusive:
Executive Support
Coordinate executive-level communications, projects, and workflow support for the City Manager's Office and the City Attorney's Office, exercising sound judgment in prioritizing matters.
Coordinate the development, review, and distribution of City Council agendas, ordinances, resolutions, staff reports, and supporting materials; review and revise
Council memoranda and packet materials to ensure accuracy, completeness, proper formatting, and timely distribution.
Provide administrative support to assigned Boards and Commissions, including agenda preparation, packet assembly, meeting coordination, term tracking, webpage updates, and maintenance of official records.
Manage calendars and scheduling; coordinate meetings, conferences, and events; track assignments, deadlines, and follow-up actions related to executive and City Council matters.
Manage front-line executive communications, including phone calls, email, and correspondence; route inquiries appropriately; process incoming and outgoing mail; and assist with constituent communications as assigned.
Prepare PowerPoint presentations and other executive-level materials.
Manage SharePoint and other electronic document management systems for executive records, including document organization, version control, access permissions, and tracking of final approved documents.
Serve as a records liaison for executive documentation.
Order office supplies, food and materials for meetings; coordinate vendors and services as needed.
Legal Support
Draft, edit, format, and distribute ordinances, resolutions, contracts, legal notices, and related correspondence;
Review and edit draft legal documents for accuracy, clarity, grammatical correctness, and compliance with City formatting standards, demonstrating excellent writing, reviewing, and editing skills and a strong command of grammar, syntax, and professional writing style.
Support the City Attorney's Office with contract review processes and legal administration, including tracking legal projects, work assignments, litigation deadlines, approvals, and legal workflows.
Maintain legal files, case documentation, and records in SharePoint and in compliance with records retention requirements; serve as a records liaison for legal documentation.
Assist with legal and administrative research using City systems and applicable fiscal, regulatory, and legal databases as assigned.
Support confidentiality requirements and appropriately handle confidential information related to litigation, personnel matters, attorney–client privileged communications, and other sensitive information.
Perform special assignments and other related duties as assigned.
SPECIAL REQUIREMENTS: Must possess a Colorado Driver's license with a safe driving record.
Compétences linguistiques
- English
Avis aux utilisateurs
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