Administrative Assistant (Mayor's Office)
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Administrative Assistant (Mayor's Office)
Salary
$47,321.00 - $58,377.00 Annually
Location
Coleman A Young Municipal Center, MI
Job Type
Appointed (Other)
Job Number
20254013373MAYORbb
Department
Mayor's Office
Opening Date
04/27/2026
Closing Date
5/11/2026 11:59 PM Eastern
Bargaining Unit
9070-Non Union Appointees Level V
Description
Benefits
Questions
Description
ADMINISTRATIVE ASSISTANT
Support the Mayor's Office by managing scheduling and calendar coordination for the Mayor's Office executive staff. This role serves as a primary point of contact for internal and external stakeholders, ensuring efficient, confidential, and responsive administrative support that enables the Mayor's Office to operate smoothly and meet its strategic objectives.
Examples of Duties
Key Responsibilities:
Constituent Issue Resolution (General Office Support)
Answer constituent calls through a phone tree shared by all Mayor's Office Front Desk and Administrative Staff
Document the constituent need and utilize a contact list and electronic system to route the need to the appropriate City department
Maintain and follow a callback list to ensure within 72 hours that each referral sent to a Department was addressed with outreach and contact with the constituent.
Problem-solve and escalate were service gaps exist between constituents and Departments.
Administrative Support (General Office Support)
Provide general administrative assistance ( filing, data entry, document preparation, and office logistics) as needed to support Mayor's Office operations.
Special Projects (General Office Support)
Assist with special projects, events, and outreach efforts as assigned; support mayoral initiatives and community engagement activities.
Calendar Management (Assignment-specific)
Maintain, update, and optimize complex calendars for assigned Mayor's Office executive staff; schedule meetings, hearings, briefings, and public appearances with attention to priority, conflicts, and travel needs.
Prioritize requests, coordinate with departments, external partners, and staff to ensure feasible scheduling and timely responses.
Meeting Coordination (Assignment-specific)
Arrange logistics for internal and external meetings (venue, video/teleconferencing, equipment, catering, materials, and attendee lists).
Prepare and distribute meeting agendas, briefing materials, and follow-up task lists; track action items and deadlines.
Travel and Appointments (Assignment-specific)
Coordinate travel arrangements for Mayor's Office executive staff, including itineraries, accommodations, and reimbursements; ensure compliance with city travel policies.
Documentation and Records (Assignment-specific)
Maintain organized filing systems (electronic and paper) for scheduling, correspondence, and key documents; ensure confidentiality and data security.
Stakeholder Liaison (Community-wide)
Serve as a courteous and professional liaison with City departments, boards, commissions, partner organizations, constituents, and the press as directed
Minimum Qualifications
Education
Required: High school diploma or equivalent.
Preferred: Associate degree or higher in Office Administration, Public Administration, Communications, or a related field.
Experience
Required: 5-10 years of Executive and/or municipal-level administrative support
Required: Experience with calendar management in a government or public sector environment; familiarity with constituent services, CRM systems, and basic project coordination
Supplemental Information
Job Type: Appointed - Full Time
Knowledge, Skills and Abilities
Professionalism in appearance, speech, organization and attention to detail.
Discreet communication.
Extremely strong written and verbal skills.
Ability to work in a fast-paced and deliverable-focused environment.
Ability to pivot from assignments to emergency directives based on volume and circumstance.
Ability to work independently with a high degree of organization and self-motivation.
Exceptional organizational and time-management skills; ability to manage multiple competing priorities with attention to detail.
Proficiency in Microsoft Office (Outlook, Word, Excel) and comfortable using city-specific software and scheduling tools; ability to learn new systems quickly.
Strong customer service orientation and professional demeanor when interacting with the public and government staff.
Ability to handle confidential information with integrity and to exercise sound judgment.
Collaborative mindset with the ability to work effectively across departments and with diverse stakeholders.
Work Environment and Travel
On-site in a fast-paced government office; frequent interaction with city staff, officials, and the public.
Occasional after-hours events or meetings; some travel may be required for official duties.
This description outlines the general nature and level of work performed by incumbents assigned to this role. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. The City reserves the right to modify job duties at any time.
EMPLOYMENT BENEFITS
The City of Detroit offers a competitive and comprehensive employee benefit package. We pride ourselves on the longevity of our employees. Part of the reason for the low turnover rate is the exceptional benefit package listed below. Benefits include, but are not limited to the following:
HEALTH
Medical - Eligible for hospital, surgical, and prescription drug benefits.
Dental
Vision
INSURANCE
Life Insurance - Optional group insurance available to employee and their family. The City pays 60% of premium for first $12,500 of employee life insurance. Employee may purchase, at own expense, life insurance for spouse and each dependent.
Long-Term Disability Insurance (Income Protection Plan) - The City offers disability insurance through payroll deductions for persons who become disabled and who are not yet eligible for a service retirement.
PAID TIME OFF
Sick Leave
Vacation
Holidays
OTHER LEAVE BENEFITS
The City also has the following paid and unpaid leaves; funeral leave, Family and Medical Leave, jury duty, military duty leave, unpaid personal leave,
RETIREMENT BENEFITS
City Employees Retirement System
As a regular City employee you automatically become a member of the General Retirement System. This entitles you to a retirement allowance after:
Completion of thirty (30) years of service;
At age sixty (60) if you have at least ten (10) years of service, or
At age sixty-five (65) with eight (8) years of service.
In the event of disability, other eligibility rules apply);
An early, actuarially reduced, retirement is offered after you have attained at least twenty-five (25) years of service;
Employees are vested after ten (10) years of service, regardless of age.
ADVANCEMENT OPPORTUNITIES - Employees have many opportunities for growth and career advancement throughout all City departments and divisions.
Have a successful career with the City of Detroit. Always remember that you are a part of a team with a common Vision of delivering excellent service to the citizens of the City of Detroit.
01
Please indicate your highest level of education completed:
High School Diploma/GED
Associate's Degree
Bachelor's Degree
Master's Degree
PhD/J.D.
No Education experience
02
How many years of experience do you have in executive administrative support?
Less than 5 years of experience
5 or more years of experience
No Experience
03
Which of the following best describes your relevant professional experience? (Select all that apply)
Experience demonstrating high standards of professionalism in appearance, communication, and work quality, with strong attention to detail and accuracy.
Strong experience producing clear, professional written and verbal communication in fast-paced, public-facing environments.
Proven ability to handle sensitive and confidential information appropriately, using sound judgment and discretion in all communications.
Experience working in dynamic, deliverable-driven settings with the ability to shift priorities quickly in response to urgent needs or changing circumstances.
Demonstrated ability to work independently with strong initiative, organization, and accountability for completing assignments.
Strong background in managing multiple priorities, meeting deadlines, and using Microsoft Office (Outlook, Word, Excel), scheduling tools, and city-specific systems with the ability to quickly learn new platforms.
Experience delivering high-quality customer service with a professional demeanor, while effectively collaborating across departments and engaging diverse stakeholders.
No Experience
04
Which of the following transferable administrative skills do you possess? (Select all that apply)
Polished demeanor with internal/external stakeholders; diplomacy and conflict-avoidance skills.
Clear written and verbal communication; concise meeting notes; effective liaison with internal teams and external partners.
Proficiency with MS Office Suite: Word, Excel, Outlook, PowerPoint.
Calendar management, task prioritization, deadline tracking, multi-task handling without dropping quality.
Handling confidential info, documentation, data entry accuracy, version control, and recordkeeping.
Organizing meetings (including executive offsites), coordinating travel itineraries, and coordinating venues and vendors.
Troubleshooting urgent requests, maintaining composure under pressure.
No Experience
05
Have you ever been, or are you currently, a resident of the City of Detroit?
YES
NO
06
Have you ever worked for the City of Detroit?
YES
NO
Required Question
Employer
City of Detroit
Address
Coleman A. Young Municipal Center 2 Woodward Ave ste 316 Detroit, Michigan, 48226
Website
http://www.detroitmi.gov/Detroit-Opportunities/Find-A-Job
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