Executive Office Manager bei City of Chattanooga

Salary: $80,000 Annually

Work Hours: Monday – Friday, 8:00 A.M. – 4:30 P.M. (EST)
*Hours may vary due to work assignments, or projects.*

Work Location: City Hall, 101 East 11th Street

FLSA Status: This is an Exempt Appointed position

Department: Executive Branch 

CLASSIFICATION SUMMARY:  
The Office Manager for the Mayor's Office plays a critical role in ensuring the smooth and efficient operation of the Mayor's administrative and public-facing functions. This position is responsible for managing the day-to-day administrative tasks, coordinating schedules, and acting as a primary point of contact for internal and external stakeholders.

***This is an Appointed Position***

SERIES LEVEL:
The Office Manager is a stand-alone position.

ESSENTIAL FUNCTIONS:
(The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.)

Oversee and manage the daily administrative operations of the Mayor's Office.

Oversee and coordinate staffing of the mayor.

Maintain and organize physical and digital filing systems, ensuring all documents are secure and easily accessible.

Manage office supplies inventory and procurement.

Handle incoming and outgoing mail and correspondence, prioritizing and distributing as needed.

Manage and coordinate the flow of information within the office and with other city departments.

Proactively manage the Mayor's complex and dynamic calendar, including scheduling meetings, public appearances, and internal events.

Coordinate with staff, city officials, and external partners to schedule appointments and meetings.

Prepare and distribute daily briefing materials and schedules for the Mayor.

Serve as an essential point of contact for phone calls, emails, and visitors to the Mayor's Office.

Greet and direct visitors in a professional and courteous manner.

Draft, proofread, and edit correspondence, memos, and other documents on behalf of the Mayor.

Maintain a high level of confidentiality and discretion in all communications and interactions.

Oversee the office budget, including processing invoices, payroll and expense reports.

Prepare and submit expense reports for the Mayor and designated staff.

Coordinate and prepare for meetings, including scheduling, setting up the meeting space, and organizing necessary materials.

Arrange logistics for public events, including venue booking, invitations, and catering as needed.

Take meeting minutes and distribute follow-up action items.

May be required to use, carry and answer their cell phone as determined by their job duties and the department head.

Must meet regular attendance requirements.

Must be able to maintain good interpersonal relationships with staff, co-workers, managers, and citizens.

Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.

Performs other duties as assigned.

DEPARTMENT SPECIFIC DUTIES (if any):

MINIMUM QUALIFICATIONS:
Bachelor's degree in Public Administration, Business Management, or a related field. Minimum of three (3) to five (5) years of experience in an administrative or office management role, preferably in a government, political, or non-profit environment, including one (1) to three (3) years of supervisory experience or any combination of equivalent experience and education.

LICENSING AND CERTIFICATIONS: 
None

KNOWLEDGE AND SKILLS:
Organizational and time-management skills with a strong attention to detail. Written and verbal communication skills. Experience with government protocols and a general understanding of local government operations. Experience in managing a complex calendar and scheduling for a high-level executive. Ability to learn and use office technology; preferred Google Workspace, Monday.com and calendar management software. Ability to work independently and as part of a team in a fast-paced, high-stress environment. Strong problem-solving skills and the ability to anticipate needs and proactively address issues. Ability to maintain confidentiality and handle sensitive information with integrity.

PHYSICAL DEMANDS: 
Positions in this class typically require reaching, fingering, grasping, talking, hearing, seeing, and repetitive motions.

WORK ENVIRONMENT: 
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

This position is based in the Mayor's Office and will likely require more than 40 hours a week. The work schedule may require flexibility and some evenings or weekends to support the Mayor's public engagement schedule.

SPECIAL REQUIREMENTS: 
Safety Sensitive: N
Department of Transportation - CDL: N
Child Sensitive: N

SUPPLEMENTAL INFORMATION:
This position requires pre-employment screening(s) that include: background check

The City of Chattanooga, Tennessee is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the employer.

KNV 10/03/2025