Executive Assistant to the President - Frisco, United States - City of Frisco (TX)

Description

Under general direction of the EDC President, the EDC Senior Assistant provides complex and confidential administrative support to the President and staff, including scheduling of calendars, tracking, and following up on projects, reviewing mail, and organizing, coordinating, and preparing for public and staff meetings, drafting correspondence, and resolving complex complaints and issues.

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position.

Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

• Assists the EDC President with screening emails, calendar appointments, scheduling and meeting setup and organization, project tracking, correspondence, travel arrangements, and office errands.
• Serves as backup support to Administration team; to include opening and closing procedures of office, answering phones, greeting visitors and preparations for office meetings, as needed.
• Provides unparalleled customer service to the public and clients, making sure each is handled appropriately establishing a rapport and excellent first impression.
• Completes preparation for meetings with EDC President including creating and/or compiling PowerPoint presentations, agendas, information packets and marketing materials.
• Supports development of proposed annual budget, assists in preparing and reviewing and reviewing financial reports, maintains expense reports, prepares requisitions and purchase orders and other items specifically delegated by President.
• Assists the Secretary to the FEDC Board of Directors in preparing, posting and distributions of meeting agendas, packets, narratives, materials and minutes for board meetings and other meetings as required.
• Assists the Secretary to the FEDC Board of Directors with the logistics and preparing of materials for onboarding and training of current and new FEDC Board of Directors.
• Inputs, maintains data in CRM and completes reporting out of such system for the EDC President, as requested.
• Assists the Hospitality Suites Coordinator, as needed per direction from EDC President.
• Assists in policy and procedure development, as well as defining standards of EDC services.
• Conducts research activities and projects as assigned.
• Communicates with City officials and other City department heads as requested by President.
• Coordinates work activities with other City departments.
• Maintains, reviews, and prepares updates of office files, records and databases, and office policy and procedure manual.
• Routine access to highly sensitive competitive information that must be held in confidence and in some cases is subject to legally binding nondisclosure agreements.
• Responds to Public Information Requests with appropriate City departments, as needed.
• Develops and maintains positive working relationships with vendors, customers, other agencies, and EDC staff.

• Represents department as assigned by supervisor.
• Serves as a Notary Public.
• Maintains confidential records for EDC President.
• Provides backup support for other staff as needed.
• Travels to attend meetings, conferences, and training.
• Regular and consistent attendance for the assigned work hours is essential.
• May be required to work some early morning hours, extended evening hours and weekends.
• Performs other related duties as assigned.

• Business administration and advanced secretarial practices and procedures.
• Knowledge of Public relations and customer service practices and procedures.
• Professional customer service and public relations practices and procedures.
• Proficient use of computers and related equipment, hardware, and software.
• Research, analysis, interpretation, and report development of complex administrative issues including legal, financial and survey data.
• Knowledge of City and department management policies and procedures.
• Effective oral and written communications.
• Appropriate handling, preparing, editing, and developing responses to politically sensitive or confidential correspondence.
• Organize, prioritize, track, and manage multiple projects, assignments, and duties.
• Attention to details and avoid mistakes.
• Complete assignments with limited direction and supervision.
• Work well within a team and with group problem solving situations, use reason even when dealing with emotional topics.
• Exhibit sound, accurate judgment and explains reasoning for decisions; include appropriate people in decision making process.
• Knowledge of Open Meeting Act and Open Records Act.
• Knowledge of Records Retention Act.
• Knowledge of 4A Economic Development Sales Tax Legislation.

• Associates Degree in Business Administration, Political Science, Public Administration, or related field, and five (5) years advanced secretarial, public relations, political science, or area of assignment experience, two (2) years of which is in a supervisory role, or equivalent combination of education and experience.
• Preference given to graduates of Basic Economic Development Course and Sales Tax Course.
• May be required to have specialized certification depending on area of assignment.
• Must pass a pre-employment drug screening and/or post-offer physical exam.
• Must possess State of Texas Driver's License.

• Work is performed in an office setting.
• May be subject to repetitive motion such as typing, data entry and vision to monitor.
• May be exposed to hostile or angry clients.
• May be expected to work in a fast-paced environment with ambiguous information to keep projects, appointments, or other assignments on time or moving forward toward successful completion.
• May be subject to extended periods of mental concentration, research, and analysis.
• May be subject to bending, reaching, kneeling and lifting such as retrieving or replacing files and records, and setting up for meetings and special events.

• This work typically requires the following physical activities to be performed. A complete description of the activities below is available upon request from Human Resources.