City of Alexandria
Senior Executive Assistant
The Senior Executive Assistant provides direct, confidential, and highly responsible support to the City Manager. This position ensures efficient management of the City Manager’s professional and personal schedule, communications, and daily priorities. The Executive Assistant serves as a trusted point of contact, coordinating logistics and handling sensitive matters with discretion and professionalism. The Opportunity
Responsibilities of the Senior Executive Assistant include, but are not limited to, the following: Provides direct assistance to the City Manager and manages the daily calendar, including professional meetings, public appearances, and personal appointments. Screens calls, visitors, and correspondence and responds, routes, or escalates matters as appropriate. Handles confidential governmental and personal matters with discretion. Liaises with City staff, elected officials, community leaders, and external organizations on behalf of the City Manager. Responds to inquiries and concerns from residents, businesses, government agencies, City Council members, and department heads; coordinates resolution with departments and tracks follow-up. Drafts, edits, and prepares correspondence, presentations, agendas, briefing materials, and meeting summaries. Maintains confidential records, files, and sensitive documents in accordance with City policy and records management standards. Tracks key deadlines, commitments, and follow-up actions to ensure timely completion; provides status updates to the City Manager. Organizes and supports special events, meetings, and community functions including City Council retreats, installations, briefings, and work sessions. Coordinates travel arrangements, accommodations, itineraries, and expense reports in line with City policy. Coordinates and manages City Council docket processes including item preparation, review, calendaring, and follow-up tracking; partners with departments to ensure complete and accurate submissions. Prepares meeting logistics and materials for the City Manager, including talking points, reference binders, and electronic packets; anticipates needs and identifies issues that require attention. Supports budget, procurement, and invoice processing tasks for the City Manager’s Office as assigned. Provides guidance and direction to administrative support staff and contractors as assigned; may coordinate front office coverage and reception protocols. Provides executive support to the Deputy City Managers and other senior staff members of the City Manager’s Office as needed. Performs other duties as assigned to support the effectiveness of the City Manager’s Office. Essential Knowledge, Skills and Abilities
Strong discretion and judgment in handling confidential information and sensitive matters. Excellent communication and interpersonal skills to interact professionally with staff, elected officials, and external stakeholders. Ability to draft, edit, and prepare high-quality correspondence, briefing materials, and presentations. Skilled in tracking deadlines, managing competing priorities, and following up on outstanding tasks. Organizational skills to support meetings, events, and community functions effectively. Proficiency in coordinating travel logistics and expense reporting. Familiarity with records management standards and maintaining accurate, confidential documentation. Experience supporting budget, procurement, and administrative processes. Ability to lead or guide other administrative support staff and manage front office operations when needed. Commitment to high-level administrative support that enhances the efficiency of executive leadership. About the City Manager's Office
The City Manager's Office coordinates the preparation of policies and programs for City Council consideration and manages the daily operations of City government including overseeing the preparation of the annual operating and capital budgets, appointing heads of departments and employees of the City, and carries out administrative functions. If you are interested in learning more about the Alexandria City government, click here, or for a broader view of the City of Alexandria click here. Four Year College Degree; five years of experience in positions including public administration and management, budget; completion of college courses in public administration, management or related field; or any equivalent combination of experience and training which provides the required knowledge skills and abilities. The preferred candidates will have exceptional analytical and critical thinking skills with strong attention to detail; solid communication (oral and written), interpersonal, staff and time management and computer (specifically, Microsoft Office suite applications) skills; and ability to work independently or cooperatively as part of a team.
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The Senior Executive Assistant provides direct, confidential, and highly responsible support to the City Manager. This position ensures efficient management of the City Manager’s professional and personal schedule, communications, and daily priorities. The Executive Assistant serves as a trusted point of contact, coordinating logistics and handling sensitive matters with discretion and professionalism. The Opportunity
Responsibilities of the Senior Executive Assistant include, but are not limited to, the following: Provides direct assistance to the City Manager and manages the daily calendar, including professional meetings, public appearances, and personal appointments. Screens calls, visitors, and correspondence and responds, routes, or escalates matters as appropriate. Handles confidential governmental and personal matters with discretion. Liaises with City staff, elected officials, community leaders, and external organizations on behalf of the City Manager. Responds to inquiries and concerns from residents, businesses, government agencies, City Council members, and department heads; coordinates resolution with departments and tracks follow-up. Drafts, edits, and prepares correspondence, presentations, agendas, briefing materials, and meeting summaries. Maintains confidential records, files, and sensitive documents in accordance with City policy and records management standards. Tracks key deadlines, commitments, and follow-up actions to ensure timely completion; provides status updates to the City Manager. Organizes and supports special events, meetings, and community functions including City Council retreats, installations, briefings, and work sessions. Coordinates travel arrangements, accommodations, itineraries, and expense reports in line with City policy. Coordinates and manages City Council docket processes including item preparation, review, calendaring, and follow-up tracking; partners with departments to ensure complete and accurate submissions. Prepares meeting logistics and materials for the City Manager, including talking points, reference binders, and electronic packets; anticipates needs and identifies issues that require attention. Supports budget, procurement, and invoice processing tasks for the City Manager’s Office as assigned. Provides guidance and direction to administrative support staff and contractors as assigned; may coordinate front office coverage and reception protocols. Provides executive support to the Deputy City Managers and other senior staff members of the City Manager’s Office as needed. Performs other duties as assigned to support the effectiveness of the City Manager’s Office. Essential Knowledge, Skills and Abilities
Strong discretion and judgment in handling confidential information and sensitive matters. Excellent communication and interpersonal skills to interact professionally with staff, elected officials, and external stakeholders. Ability to draft, edit, and prepare high-quality correspondence, briefing materials, and presentations. Skilled in tracking deadlines, managing competing priorities, and following up on outstanding tasks. Organizational skills to support meetings, events, and community functions effectively. Proficiency in coordinating travel logistics and expense reporting. Familiarity with records management standards and maintaining accurate, confidential documentation. Experience supporting budget, procurement, and administrative processes. Ability to lead or guide other administrative support staff and manage front office operations when needed. Commitment to high-level administrative support that enhances the efficiency of executive leadership. About the City Manager's Office
The City Manager's Office coordinates the preparation of policies and programs for City Council consideration and manages the daily operations of City government including overseeing the preparation of the annual operating and capital budgets, appointing heads of departments and employees of the City, and carries out administrative functions. If you are interested in learning more about the Alexandria City government, click here, or for a broader view of the City of Alexandria click here. Four Year College Degree; five years of experience in positions including public administration and management, budget; completion of college courses in public administration, management or related field; or any equivalent combination of experience and training which provides the required knowledge skills and abilities. The preferred candidates will have exceptional analytical and critical thinking skills with strong attention to detail; solid communication (oral and written), interpersonal, staff and time management and computer (specifically, Microsoft Office suite applications) skills; and ability to work independently or cooperatively as part of a team.
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