Job Type: Non-Union
Job Posting: COP-00075-23
Salary: $42,000-$52,000
Department: Mayor’s Office
The City of Providence welcomes and encourages diversity in our workforce at all levels of the organization. We provide equal employment opportunities to all employees and applicants for employment and prohibit hiring discrimination of any type. All City hiring decisions are made without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
PLEASE NOTE:
All persons employed by the City of Providence are required to have achieved a fully vaccinated status against the COVID-19 virus. “Fully vaccinated status” shall be defined as having received the full number of doses required to complete the vaccination series of one of the currently recognized COVID-19 vaccines. Proof of vaccination completion will be required before beginning employment with the City.
Job Summary
The Executive Assistant for the Mayor’s Office reports to the Deputy Chief of Staff and provides a comprehensive range of duties and performs a variety of administrative tasks in support to the Administration. The City seeks equity-minded candidates who will thrive in an environment committed to advancing social equity and inclusion.
Duties & Responsibilities
- Provides scheduling and administrative support to the Chief of Policy and Resiliency, the Deputy Chief of Staff and the Director of Communications by managing multiple confidential calendars, preparing materials for meetings, organizing corresponding offices and files and preparing correspondence as appropriate.
- Acts as a representative of the Administration providing support to constituents seeking information and guidance as needed in a courteous and professional manner.
- Manages payroll, sponsorships and advertisements for the Mayor’s office.
- Manages the boards and commissions process for the City of Providence including but not limited to tracking appointments and scheduling interviews.
- Managing onboarding for new employees within the Administration.
- Manages Mayor’s Office inventory, ordering and office supplies.
- Develops and supports event planning and execution within the mayor’s office.
- Clearly and accurately conveys directives, assignments, instructions, and information throughout the Administration to appropriate individuals while using appropriate judgment and tact in the dissemination of content.
- Provide research assistance as assigned in relation to current projects and initiatives.
- Works collaboratively with other executive support staff members including support of their functions, as needed.
- Performs other related duties within the Administration as required.
Minimum Qualifications
- Bachelor’s Degree from an accredited college or university or 3-5 years of equivalent experience gained through employment.
- Knowledge of and ability to use office equipment, computers, and appropriate software including but not limited to Microsoft Office with in depth knowledge and documented experience with Microsoft Outlook.
- Knowledge of and familiarity with city and state procurement processes.
- Excellent oral and written communications skills.
- Bilingual candidates are encouraged to apply.
- Ability to interact and present information in a clear and concise manner.
- An interest in current events, especially those that involve the City.
- Ability to safeguard confidential information and be self-starting, with the ability to work well with others, as well as independently.
- Ability to establish priorities, perform multiple tasks, meet deadlines, be pro-active, and work independently with minimal supervision.
- Familiarity with Providence and its neighborhoods is preferred.
- Ability to establish and maintain effective working relationships with colleagues throughout City government and with external groups.
- Must be able to perform all essential functions of the job.
Posting expires when the position is filled.