Job Description

Job Title: Executive Assistant

Location: Buffalo, NY

Hire Type: Direct Hire

Pay Range: $90,000 - $97,500

Work Model: Onsite

Work Schedule: Full-Time

Work Shift: Monday – Friday, 8:00am – 5:30pm

Recruiter Contact: Karissa Lubberts | klubberts@imaginestaffing.net

Nature & Scope:

Positional Overview

The Imagine Group is recruiting for an Executive Assistant on behalf of our client, the City of Buffalo. This position will work directly with the incoming mayor and support daily operations within his office, performing critical duties under the mayor’s direction.

In this role, you’ll enjoy competitive pay ($90 - $97.5K base salary, salaries may be subject to change pursuant to NYS Civil Service Law and the consent of the Buffalo Common Council) and comprehensive benefits including exceptional health insurance, dental insurance, and paid holidays, among others. You’ll work with a dynamic team of talented professionals tasked with ensuring the success of Buffalo!

Role & Responsibility:

Tasks That Will Lead To Your Success

• Meetings & Conferences
• Prepare mayor’s daily agenda
• Review requests for meetings or conferences with the mayor, ascertaining the purpose for such meetings and making appointments accordingly
• Schedule all business meetings and conferences for the mayor and prepare agendas
• Attend and participate in meetings while recording and preparing meeting minutes
• Scheduling & Calendar Management
• Manage & schedule the mayor’s social and ceremonial commitments, along with daily calendar, tasks, etc.
• Communication & Correspondence
• Oversee the flow of incoming and outgoing correspondence and information
• Review correspondence addressed to the mayor, calling attention to items that require his personal attention and answering more routine correspondence
• Information & Record Management
• Manages and maintains a complex filing system
• Research and assemble information from various sources for reports and correspondence
• Maintain sensitive and confidential information/files and act as primary public records custodian
• Coordination & Support
• Refers visitors to the proper department or agency
• Performs additional duties as required

Skills & Experience

Qualifications That Will Help You Thrive

• Current residence within the City of Buffalo is required
• Minimum of 2 years of professional experience in a related role
• Minimum of 60 credit hours (any Major) from an accredited college or university
• Knowledge of government structure, particularly for the City of Buffalo
• Exceptional written and verbal communication skills
• Ability to understand and interpret written material
• Ability to communicate information clearly and effectively
• Ability to establish and maintain excellent working relationships with staff, partners, agencies, and other departments and individuals
• Excellent computer skills with proficiency in the MS Office Suite (Word, Excel, Outlook, PowerPoint), typing aptitude, data entry, and the ability to learn/master new systems, databases, and other platforms
• Must possess key characteristics of integrity, tact, resourcefulness, and initiative
• Excellent time management skills with the ability to effectively prioritize tasks, projects, and deadlines simultaneously
• Must be detail-oriented with strong organizational skills
• Discretion, judgment, and the ability to handle sensitive and confidential information
• Physical condition commensurate with the duties of the position

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