Executive Administrative Assistant - City Of Detroit : Job Details

The City of Detroit Department of Transportation is seeking a detail-oriented, results-driven executive Administrative Assistant to support the administrative needs of the Executive Office of DDT. This role would be responsible for providing the Executive Office with confidential executive support, acting as a liaison by responding to incoming calls and confidential correspondence; exercising independent judgment in determining the level of immediate response needed while seeking direction when necessary Coordinate meetings for the executive team and gather data, conduct research and draft reports, summaries or materials for presentations, and attend meetings upon request to record, transcribe, and summarize discussion topics for reports and memos. Prepare, revise, and format Excel spreadsheets, PowerPoint presentations, and other written documents. Establish departmental administrative procedures and maintain confidential departmental information. Handle complex, confidential situations and requests and serve in a highly visible capacity resource for the department with candidates, staff, management, and other departments. Organize and maintain departmental files and logs, ensuring the smooth and timely flow of correspondence and reports. Proofread documents and ensure accurate/consistent data before distribution. Plan and assist in the coordination of events. Provide dedicated front desk coverage to greet appointments and visitors to the Executive Office. Assist with creating requisitions using Financial Systems and with position requests using Human Resources Systems. Perform administrative and office support activities (answering phones, filing, copying, distributing mail, ordering supplies, maintaining the office condition, and arranging the necessary repairs.) Establish and sustain relationships with Sr. Level Executive Staff. Track status on ongoing matters and follow up as required. Monitor department budget to include tracking, expenditures, troubleshooting problems and preparing reports, and managing invoices as requested. Prepare payroll and maintain time entry. Perform related duties and projects as assigned. High School Diploma or GED Prior government experience preferred. Demonstrated oral and written communication skills. Proficient in the use of standard office software including Outlook, Word, Excel, and PowerPoint. The ability to manage multi-line phones Strong leadership skills. Five (5) years of experience in office management and/or coordination at the executive level. Minimum of two (2) years drafting business memos, PowerPoint presentations, and organizing communications for Senior Level Executives. Strong organizational skills, communications skills, excellent customer service, conflict resolution, analytical, interpersonal, multitasking, and writing skills. Experience compiling information and data into written and graphic presentations as well as experience with proofreading memos and reports. Must be proficient in Microsoft Office applications, specifically with Word, Excel, PowerPoint, and database applications. Demonstrated ability to effectively work within a fast-paced office environment and prioritize work appropriately while handling a wide range of administrative and executive support-related tasks, working independently with little or no supervision. The ability to provide internal and external customers with a courteous and professional experience and the ability to maintain and protect personal and confidential information. The ability to decipher issues and inquiries that need immediate attention. Knowledge of business and management principles Evaluation Plan Interview: 70% Evaluation of Training, Experience & Personal Qualifications: 30% Total of Interview and Evaluation T.E.P: 100% Additional points may be awarded for: Veteran Points: 0 15 points Detroit Residency Credit: 15 point