Executive Assistant

CITY OF BILLINGS • Billings, MT • 22h ago

The City of Billings is seeking an Executive Assistant to the City Administrator to serve as a highly trusted partner to the City Administrator and play a critical role in supporting the effective leadership and operation of the City organization. This position provides executive-level administrative support in a fast-paced, politically dynamic environment and requires exceptional judgment, discretion, professionalism, and organizational skills.
The Executive Assistant serves as a key liaison between the City Administrator's Office, the Mayor and City Council, department leaders, community stakeholders, and the public. This position manages complex scheduling, confidential communications, Council coordination, and high-level projects while ensuring the smooth daily operation of the City Administrator's Office. This is a position of trust and confidence requiring the highest level of integrity and discretion.
Salary Range: $26.4579 - $29.1344 per hour. Salary reflects Step 1 and Step 3 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training.
Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m.
Essential Duties and Responsibilities
Manage the City Administrator's complex calendar, including Council meetings, executive sessions, community events, intergovernmental meetings, and internal leadership meetings.
Prioritize competing demands and proactively anticipate scheduling conflicts and organizational needs.
Prepare, review, and edit correspondence, reports, presentations, and other documents on behalf of the City Administrator and Assistant City Administrator.
Coordinate travel, event logistics, and meeting preparation materials.
Track assignments, deadlines, and follow-up items to ensure timely completion.
Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
Perform varied and responsible administrative duties to assist in the processing and completion of administrative operations for assigned staff and City officials.
Prepare a variety of fiscal, statistical, and administrative summaries and reports.
Take and transcribe minutes at regular and special meetings and designated committees; prepare meeting packets for distribution.
Represent the City Administrator's Office in meetings and groups as assigned.
Coordinate communications and logistics between the City Administrator, Assistant City Administrator, Mayor, and 10 Council members.
Assist in preparing Council agenda materials, briefing packets, and background information.
Maintain awareness of Council priorities and emerging issues.
Support executive session logistics while maintaining strict confidentiality.
Handle confidential personnel, legal, labor relations, and strategic matters with discretion.
Serve as a trusted gatekeeper and sounding board for the City Administrator and Assistant City Administrator.
Exercise independent judgment in managing sensitive communications.
Serve as a primary point of contact for the City Administrator's Office, answers and screens calls or greets walk-in visitors and either answers questions, explains policy or procedures, or refers non-administrative calls or requests for assistance to the proper person.
Respond to inquiries from elected officials, department heads, business leaders, and residents.
Draft professional correspondence and public communications.
Ensure consistent, timely follow-through on commitments and requests.
Assist with tracking strategic initiatives, major projects, and organizational priorities.
Maintain office systems, records, and filing in compliance with public records laws.
Improve and streamline administrative processes.
Coordinate special projects and events as assigned.
Manages the payable functions for the City Administrator's Office, including processing invoices, p-cards, and purchase orders,enters appropriate codes and processes for payment.
Orders Division office supplies to maintain a working inventory and coordinates office machine maintenance.
Processes paperwork for Bid/RFP, purchase orders, service agreements, Council memos, legal notices, job postings, personnel requisitions and other Division needs as appropriate.
Receives supplies and services, matches invoices to purchase orders as needed and ensures terms of contracts are met.
Assist in the preparation and monitoring of the City Administrator's office and Mayor-Council budget.
Perform related duties and responsibilities as assigned.
Required Qualifications and Skills:
Associate's degree in public administration, business administration, communications, or related field; AND
A minimum of five (5) years of progressively responsible administrative experience, including at least two (2) years supporting a senior executive, elected official, or comparable leadership role; OR
An equivalent combination of education and experience may be considered.
Exceptional written and verbal communication skills.
Strong political acumen and understanding of local government operations.
Ability to maintain strict confidentiality.
High emotional intelligence and sound judgment.
Advanced organizational and time-management skills.
Ability to work independently while managing multiple priorities.
Proficiency with Microsoft Office and digital collaboration tools.
Ability to build positive working relationships across departments and with elected officials.
Preferred Qualifications and Skills:
Experience in local government or a public-sector environment.
Bachelor's degree in public administration, business administration, communications, or related field.
Equal Opportunity Employer.

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