Administrative Aide - Mayors Office

City Of Bedford Heights - Bedford, OH

Full-time

Bedford, OH

About the position

The Administrative Aide to the Mayor provides high-level administrative support by performing a variety of clerical, administrative, and organizational tasks. This role is essential for managing multiple priorities, maintaining confidentiality, and representing the Mayor's office with professionalism and efficiency. The aide acts as a liaison between the Mayor, city staff, government agencies, and the public, ensuring smooth communication and operations within the office.

Responsibilities

• Manage the Mayor's calendar, schedule meetings, appointments, and events.
• Screen phone calls, emails, and correspondence on behalf of the Mayor, responding to inquiries or directing them to the appropriate department.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Organize and maintain confidential files, records, and documents.
• Coordinate travel arrangements, including transportation, accommodations, and itineraries.
• Prepare agendas, briefings, and materials for meetings, ensuring the mayor is well-prepared.
• Coordinate with city departments, external agencies, and stakeholders to arrange meetings and events.
• Serve as the first point of contact for the Mayor's office, handling public inquiries with tact and professionalism.
• Act as a liaison between the Mayor and city officials, government agencies, and the public.
• Assist with public communications, including drafting statements, newsletters, and speeches.
• Assist in special projects initiated by the Mayor, coordinating with internal and external stakeholders.
• Track and report on the status of projects, ensuring deadlines are met and the Mayor is updated on progress.
• Ensure smooth daily operations of the Mayor's office, technology, and facility needs.
• Handle expense reports, budget tracking, and procurement processes related to the Mayor's office.

Requirements

• High school graduate or equivalent experience or related education.
• At least eighteen (18) years of age.
• Previous work experience working in an office setting while being the gatekeeper.
• Valid Ohio Driver's license.
• Ability to effectively work and communicate with City officials and the general public.
• Proficient in typing, Microsoft Office Suite, Microsoft Outlook, and able to quickly learn new software applications.
• Skilled in operating office equipment such as copiers and phones.

Nice-to-haves

• Customer service experience: 2 years (Preferred)

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance