Job Description

EXECUTIVE ASSISTANT TO THE TOWN MANAGER Location Cary, NC :

Town of Cary

EXECUTIVE ASSISTANT TO THE TOWN MANAGER

SALARY

$28.29 - $43.85 Hourly $58,843.20 - $91,208.00 Annually

LOCATION

Cary, NC

JOB TYPE

Regular, Full-Time

JOB NUMBER

24-02010

DEPARTMENT

Town Manager's Office

OPENING DATE

11/30/2023

CLOSING DATE

12/16/2023 11:59 PM Eastern

FLSA

Non-Exempt

BARGAINING UNIT

N/A

Description

Do you thrive in a fast-paced, forward-thinking environment? Do you take initiative, have a knack for identifying and optimizing office needs and efficiencies, and have strong attention to detail? Do you enjoy working independently to drive team success? If you answered yes, and are interested in learning more, read on! Cary, a diverse community of over 180,000 people, is seeking an experienced, motivated, dedicated, and intuitive professional who shares our OneCary goal of challenging and reimagining the standard for what local government can be by working collaboratively with others. The Executive Assistant will work in concert with and support the Town Manager and other executive leadership members in the Town Manager's Office. This position will play a vital role in organizing and executing efficient and optimal day-to-day operations and duties of the Manager's Office. In Cary, we firmly believe that our employees are the cornerstone of our success. We foster a workplace where people come first. We value and embody the concept of evolution and understand the importance of working smart, encouraging our employees to leverage their skills and creativity to achieve remarkable results. We firmly believe that anyone, regardless of their background or position, has the potential to make a meaningful impact within our organization. As we continue our journey to drive organizational success through exceptional service, we are looking for an individual who shares our commitment and values and is eager to contribute to that success. This position performs complex, varied administrative functions and special assignments that require diverse skills and abilities in multi-tasking and producing in a dynamic environment. This position also requires a high degree of independence, initiative, and discretion. This role will require some after normal work hours to support a variety of internal and external meetings as well as the need to drive on a frequent basis to multiple municipal and/or public facilities in Cary and the surrounding communities. Work is performed under the general supervision of the Assistant Director of Administrative Services. If the opportunity to contribute to Cary through outstanding administrative support excites you and productivity, multi-tasking, organization, detail, and efficiency are your strengths, we encourage you to apply!

Typical Tasks

On any given day, you may…

• Perform and complete a broad variety of administrative tasks for the Town Manager and other executive leadership members in the Town Manager's Office including, but not limited to, managing extremely active calendars, scheduling meetings, handling routine as well as confidential correspondence, and arranging detailed travel plans, itineraries, and agendas;

Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with competing deadline pressures;

• Handle sensitive and confidential information with discretion, as the Executive Assistant to the Town Manager often has access to confidential matters and discussions

• Work closely and effectively with the CEO and executive leadership to keep them well informed of upcoming commitments and responsibilities and follow up as appropriate;

• Assist in multiple aspects of planning and organizing a variety of town events, such as community meetings, high priority staff meetings, retirement celebrations, and employee events;

• Serve as a primary point of contact, and provide a bridge for internal and external stakeholders, respond to inquiries, relay messages, and facilitate smooth communication between the Managers and other departments or individuals;

• Manage and complete office administrative support functions of the department; ensure supplies and equipment are in place and functional; serve as a resource to department staff by assisting and training on various technology and software programs;

• Handle public records requests; oversee and manage appropriate document retention in accordance with State and Federal Records Retention Policies;

• Coordinate with Town Clerk's office regarding schedules, correspondence, and business matters.

Knowledge, Skills and Abilities

What to bring to the table…

• Ability to make a positive impact on others and the organization;
• Produce high-quality work in a fast-paced environment;
• Be comfortable working independently and operating with a high degree of autonomy;
• Proper discretion and judgement and ability to work on responsible and confidential assignments and tasks;
• Be collaborative and operate to complement and strengthen our team;
• A high degree of initiative and skill in anticipating the needs of others;
• Ability to establish and maintain effective working relationships with a variety of internal and external stakeholders;
• Ability to skillfully handle a wide variety of tasks, organize work, and meet deadlines;
• Ability and flexibility to drive on a frequent basis to multiple municipal and/or public facilities within Cary and surrounding communities;
• Comprehensive knowledge of standard office practices, procedures, and equipment, including personal computers and automated systems;
• Comprehensive knowledge of organization operations;
• Ability to keep complex records and prepare reports and obtain knowledge of technical aspects in relation to Town policy interpretation;
• Ability to follow oral and written instructions.

Minimum and Preferred Qualifications

What is Required Any combination of education and experience equivalent to graduation from a four-year college or university with a Bachelor's Degree and considerable experience in responsible administrative and office management work. What Will Distinguish You Preference will be given to candidates who possess the following:

• Graduation from a two-year college program
• Minimum of five years' experience in responsible administrative and office work
• Minimum of two years' direct experience supporting CEO and executive leadership level positions with varying work styles
• Proven ability to work independently on a wide variety of responsible administrative duties
• Proven ability to exercise discretion and proper judgement while working on confidential assignments and administrative tasks
• Proven ability to take initiative and proactively anticipate and react to supervisor's and department's needs

Conditions of Employment Requires drug testing and background check (which may include criminal check, education verification, reference checks, and license check) prior to employment. Position requires a valid driver's license with an acceptable driving record. Physical Requirements Work in this class is generally sedentary. Work requires the ability to see, hear, lift, and talk to perform the tasks listed above. Work requires dexterity in the hands for typing and operation of standard office equipment. Visual acuity is necessary to read handwritten and typewritten materials and operate a computer. FLSA Status Non-Exempt Our Commitment to Diversity, Equity, and Inclusion Cary is committed to fostering a diverse, equitable, and inclusive workplace that reflects the community we serve. Our goal is for our workplace to be one where everyone feels valued, supported, and empowered to bring their authentic selves to work every day. Cary ensures equal employment opportunities (EEO) are provided to all employees and applicants for employment without regard to age, sex, race, color, religion, national origin, disability, political affiliation, marital status, veteran status, or genetic information.

Benefits

Regular Full-Time Employees Learn more about our benefits. Cary is pleased to provide excellent, competitive, and comprehensive benefits to serve the needs of our employees and their families. Because Cary believes that employees are one of our most important resources, significant dollars (averaging about 40% of annual salary per employee) are spent each year on employee benefits. All regular full-time employees of Cary are eligible, and benefits coverage for new employees and family members is effective upon an employee's hire date.

Agency

Town of Cary

Address

316 N. Academy Street, Human Resources Cary, North Carolina, 27513

Phone

919-469-4070

Website

EXECUTIVE ASSISTANT TO THE TOWN MANAGER Supplemental Questionnaire

QUESTION 1 What is your highest level of education? Note: All education should be found in the application section, including the degree type. High School Diploma or GED Associate's Degree Bachelor's Degree Master's Degree or Higher QUESTION 2 Do you have a minimum of five years' experience in responsible administrative and office management work? Note: Details must be included in the work section of your application. Yes No QUESTION 3 How many years of direct experience do you have supporting CEO and executive leadership level positions with varying work styles? Note: Details must be included in the work section of your application None Less than 1 year 1 to 2 years experience 3 to 4 years experience 5 or more years experience QUESTION 4 What motivated you to apply for this position? QUESTION 5 Provide an example from your work experience that demonstrates your ability to work independently on a wide variety of responsible administrative tasks. QUESTION 6 Provide an example from your work experience that demonstrates your ability to exercise discretion and proper judgement while working on confidential assignments and administrative tasks. QUESTION 7 Provide an example from your work experience that demonstrates your ability to take initiative and be proactive. QUESTION 8 Are you able to work a flexible schedule to accommodate evening and weekend events or meetings as needed? Yes No QUESTION 9 Do you currently possess a valid driver's license with an acceptable driving record? Yes No QUESTION 10 If you answered yes to having a valid driver's license with an acceptable driving record, do you have the ability and flexibility to drive on a frequent basis to multiple municipal and/or public facilities in Cary and the surrounding communities? Yes No * Required Question

Job Tags

Hourly pay, Full time, Work experience placement, Local area, Flexible hours, Weekend work, Afternoon shift,

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