Administrative Special Services Staff I presso City of Detroit, MI

About the Department

Under general supervision, the Administrative Secretary to the Director of Arts, Culture, and Entrepreneurship (ACE) will be responsible for providing a variety of dedicated administrative and secretarial services. Detroit ACE oversees the City of Detroit’s investment in fine and performing arts, culture and history, supporting the city’s creative workforce and the Blight to Beauty campaign.  The ideal candidate will have good organizational and time management skills, must be able to multi-task, and have technical proficiency in office software. 

Position Duties

• Provide administrative support.
• Gather and organize information prior to meetings for executive review, and organize notes from meetings for future reference. 
• Schedule meetings and maintain ACE calendar for executives; keep executives apprised of scheduled appointments and confirm meetings with expected participants. 
• Maintain the master ACE calendar.
• Oversee office maintenance and supplies.
• Maintain the ACE email account.
• Maintain all files and priority worksheets.
• Maintain professional relationships with internal and external partners.
• Answers and screens telephone calls.
• Prepare expense reports.
• Contacts and informs executive of important matters, messages or emergency situations requiring immediate attention.
• Ensures that documents from management staff are in proper format before submitting to executive for approval.

Minimum Qualifications

• High school graduation or GED, preferably an associate’s degree in business administration or continuing education.   
• Four (4) years’ of experience in secretarial work that has demonstrated the ability to handle important office duties.
• Knowledge of work methods, recordkeeping, and scheduling.
• Knowledge of Microsoft Office applications.
• Knowledge of organizational principles and management techniques. 
• Skill in communicating both orally and in writing to convey public, and sensitive information clearly and effectively.
• Excellent interpersonal skills.
• Excellent organizational skills.
• Strong attention to detail.
• Ability to prioritize, meet deadlines, and multi-task.
• Ability to work independently, and collaboratively.
• Ability to plan and present communications.
• Ability to thrive in a fast-paced environment with limited supervision.