Executive Assistant to the Chief of Staff and Deputy Chief of Staff chez City of Cleveland, OH
City of Cleveland, OH · Cleveland, États-Unis d'Amérique · Onsite
- Professional
- Bureau à Cleveland
About the Department
The Executive Assistant to the Chief of Staff (COS) and Deputy Chief of Staff (DCOS) will provide critical daily support to top leaders in the Bibb Administration. This individual is responsible for advancing Mayor Bibb’s agenda by managing the calendars of the COS and DCOS, including scheduling meetings, engagements, and events, and drafting and delivering key messaging documents from the Office of the Mayor. Serving as the primary point of contact for the COS and DCOS, the Executive Assistant exercises excellent judgment, maintains the highest level of confidentiality, and facilitates proactive coordination across City departments, external partners, and key stakeholders to ensure alignment and timely follow-through on high-priority initiatives.
As a core member of the Mayor’s Office team, this individual will establish relationships with officials across the City and the Cleveland community, supporting their communication with the Mayor’s Office and ensuring that the Mayor’s Office maintains the highest standard of professionalism and service to our community.
This position will report directly to the Chief of Staff and Deputy Chief of Staff in the Office of the Mayor.
Position Duties
Responsibilities
Executive and Administrative Management
- Provide high-level administrative and executive support to the COS and DCOS, exercising exceptional judgment, discretion, and professionalism in all matters.
- Manage the calendars of the COS and DCOS, including scheduling meetings, briefings, and ensuring appropriate preparation and follow-up for each engagement.
- Organize and maintain the flow of documents requiring the COS and DCOS’ review, approval, or signature.
- Create and maintain organizational systems to manage priorities, information, and follow-up for the COS and DCOS.
- Arrange complex travel and logistics for the COS and DCOS, maintaining accurate records and coordinating with relevant internal and external stakeholders.
Communication and Correspondence
- Serve as the primary point of contact for the COS and DCOS—screening calls, managing requests, greeting visitors, and ensuring a welcoming and professional environment.
- Coordinate communications for the COS and DCOS, including drafting correspondence, preparing reports and presentations, and ensuring timely responses to inquiries.
- Collaborate closely with members of the Mayor’s Cabinet and senior staff to ensure alignment on priorities, commitments, and event participation.
Other
- Perform other duties as assigned by the Mayor, Chief of Staff, or Deputy Chief of Staff.
Minimum Qualifications
- Excellent verbal and written communication skills, including proper grammar, spelling, and punctuation.
- Strong ability to prioritize multiple competing tasks by determining urgency and impact.
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to maintain composure, focus, and functionality in a fast-paced and sometimes stressful environment.
- Knowledge of office administration, clerical procedures, human resources, payroll, and recordkeeping systems.
- Proficiency in business formats and professional writing.
- Extremely proficient with Microsoft Office Suite, including SharePoint, with the ability to learn new or updated software.
Other Qualifications
Physical Requirements
- This role requires prolonged periods sitting at a desk and working at a computer.
- Must be able to lift up to 15 pounds occasionally.
Expected Hours of Work
- This role reports to City Hall in-person, Monday through Friday, 9:00a.m. to 5:00 p.m.
- Occasional evening and weekend work may be required.
The City's guiding principles are as follows: Placing Clevelanders at the Center, Empowering Employees to Do Purposeful Work, Defining Clear and Pragmatic Objectives, Leading with Trust and Transparency, Striving for Equity in All We Do, and Embracing Change. All City employees are responsible for embracing and carrying out these principles in all that they do.
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