Job Order Detail

Description

Core Purpose of Position
The Confidential Secretary provides essential administrative, coordination, and communication support to the Mayors Office and, as required, the City Managers Office. The role requires exceptional discretion, sound judgment, professionalism, and strong customer service.

Major Duties and Responsibilities
Provide administrative support to the Mayor, City Council, Executive Assistant, and City Managers Office.
Manage complex calendars and scheduling priorities.
Respond professionally to inquiries from Council, staff, stakeholders, and the public.
Coordinate meetings, events, media logistics, facility bookings, agendas, and related arrangements.
Manage correspondence, track issues, and ensure timely responses.
Draft, edit, and distribute professional business correspondence.
Maintain accurate physical and electronic records.
Prepare concise meeting summaries and action items.
Coordinate travel and registration for conferences and meetings.
Process invoices, reconciliations, and expense claims.
Support mail distribution, office supplies, and equipment maintenance.
Perform other related duties as assigned.

Key Competencies
Political acumen, confidentiality, and professionalism.
Strong customer service and clear written and verbal communication.
Teamwork, initiative, adaptability, and strong organization.
High attention to detail and compliance with standards.

Qualifications
Office Administration diploma/certificate or related education.
Minimum three years executive-level administrative experience, preferably in government or senior executive settings.
Proficiency in MS Office, Adobe Acrobat, and office software; knowledge of municipal opera