Executive Assistant- Chief Operating Officer

$47,254 - $47,254/Yr

City Of Savannah - Savannah, GA

Full-time - Entry Level

Savannah, GA

Personal and Laundry Services

About the position

The Executive Assistant to the Chief Operating Officer (COO) at the City of Savannah provides essential administrative support, ensuring the smooth operation of the COO's office. This role requires a self-directed learner who is proficient in office technology and capable of managing a variety of tasks with discretion and independent judgment. The position involves coordinating the COO's calendar, managing confidential files, and serving as a liaison between the COO and other departments, the public, and outside organizations.

Responsibilities

• Perform a wide range of highly responsible, confidential, and detailed administrative office duties for the COO or their designee.
• Coordinate the Chief Operating Officer's calendar and screen incoming calls and visitors.
• Make travel arrangements and appointments for the COO.
• Create, organize, manage, and maintain various files and records, including confidential files.
• Monitor and purge files and records per appropriate document retention protocols.
• Assist with website updates as requested.
• Setup and maintain specialized office files and assemble information for others' use.
• Serve as the contact and liaison for assigned functions and programs with other City departments and staff.
• Explain a variety of programs, policies, and activities to the public and refer sensitive issues to executive staff as appropriate.
• Perform special projects and research assignments as assigned by the City Manager or designee.
• Plan, organize, and schedule meetings, business lunches, special events, and training programs.
• Take dictation and transcribe notes into typed documents; compose and proofread confidential correspondence and reports.
• Track all incoming and outgoing mail and contracts.
• Maintain payroll data, timesheets, and distribute paychecks.
• Input City Council items into the electronic database.
• Store and maintain an inventory of office supplies and equipment; process purchase requisitions and invoices.

Requirements

• Bachelor's Degree with three (3) years of relevant executive-level support experience in office administration and/or office management.
• Expert skills in Microsoft Office 365 Outlook and Word.
• Knowledge of other Microsoft Office 365 Suite applications.
• Knowledge of generally accepted accounting principles and modern office practices.
• Skill in handling confidential matters and operating modern office equipment.
• Strong interpersonal relations skills.