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Executive Assistant to Chief of Staff

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Executive Assistant to Chief of Staff

Salary

$70,000.00 - $80,000.00 Annually

Location

Nashville, TN

Job Type

Full-Time Non Civil Service

Job Number

NCS07504

Department

Mayor's Office

Opening Date

10/23/2024

Closing Date

11/3/2024 11:59 PM Central

• Description

• Benefits

• Questions

Position Description

This is a non-civil service announcement. The Executive Assistant to the Chief of Staff will provide high-level administrative support to the Chief of Staff in the Office of the Mayor. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will serve as a key liaison between the Chief of Staff, other staff members, and external stakeholders, ensuring effective communication and coordination of activities.

This position will operate in a fast-paced office environment with varying work hours based on the needs of the Chief of Staff and the Office of the Mayor and may require occasional evening or weekend work for special events or meetings.

Typical Duties

• Administrative Support: Manage the Chief of Staff’s calendar, including scheduling meetings, coordinating travel, and preparing necessary materials.

• Communication: Draft and edit correspondence, reports, and presentations on behalf of the Chief of Staff; facilitate communication between the Chief of Staff and various departments or external partners.

• Project Coordination: Assist in the planning and execution of special projects and initiatives; apply project management principles to track progress, timelines, and deliverables, ensuring that all projects are completed on schedule and within budget.

• Research & Analysis: Conduct research and gather information to support decision-making processes; summarize findings and prepare briefings as needed.

• Meeting Coordination: Organize and prepare for meetings, including agenda development, note-taking, and follow-up on meeting outcomes.

• Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times.

• Office Management: Assist in the overall management of the Chief of Staff’s office, including supplies, budget tracking, and administrative processes.

Minimum Qualifications

EDUCATION AND EXPERIENCE

• Bachelor’s degree and three years of executive assistant or similar experience OR high school diploma/equivalent and seven years of executive assistant experience

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, Forms).

• Experience with communication and collaboration tools (e.g., Webex, Zoom, Microsoft Teams, Salesforce, PublicInput, etc.)

  KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organizational and time-management skills, with the ability to prioritize tasks effectively.

• Excellent written and verbal communication skills.

• Solid project management skills, including experience in planning, executing, and monitoring projects.

• Ability to work independently and collaboratively in a team-oriented environment.

• High level of professionalism, discretion, and integrity.

Candidates with accreditations earned in a foreign institute are encouraged to apply.

Note: Per Metro Ordinance No. SO94-1078. All employees of the Metropolitan Government shall be residents of the State of Tennessee or become residents of the state within six (6) months of employment as a prerequisite to employment with the Metropolitan Government.

Preferred Experience, Knowledge, Skills, and Abilities

• Bachelor’s degree in Public Administration, Business, or a related field

• Executive assistant or similar experience in a governmental or political setting

• Familiarity with project management software (e.g., Microsoft Project, Planner, or similar).

• Knowledge of data management and presentation tools (e.g., Canva, Prezi, Tableau, Mentimeter, etc.)

• Basic understanding of budgeting software.

• Fluency in Kurdish, Arabic, or Spanish preferred.

We are an equal opportunity employer that values diversity at all levels. All individuals, regardless of personal characteristics, are encouraged to apply.

Metro Nashville Government respects the religious beliefs and practices of all employees and will make, on request, an accommodation for such observances when a reasonable accommodation is available that does not create an undue hardship on business operations.

Requests for ADA or other protected accommodations for the recruitment process should be directed to Human Resources at 615-862-6640.

Full-time, Civil Service positions -

10 Vacation Days per year (increasing after 5 years of service)

1 Sick Day per month

12 Paid Holidays per year

Public Safety - Sworn and Civilian positions -

20 vacation days per year

3 Personal days per year

1 Sick Day per month

12 paid holidays per year

Part-time, Non Civil Service positions - Visit HR and Benefits webpages for more information.

Full-time, Non Civil Service positions - contact hiring department for benefits information

Seasonal/Temporary positions - no benefits offered.

01

Do you have a Bachelor's Degree from an accredited college or University?

• Yes

• No

  02

  List type of degree and major field of study.

  03

  How many years of years of executive assistant or similar experience do you have?

• No experience

• 2 or less years

• 3 - 6 years

• 7 or more years

  04

  Indicate the level of expertise you have using Microsoft Office Suite.

• Advanced

• Intermediate

• Beginner

• No experience using this application

  05

  Do you have experience with communication and collaboration tools (e.g., Webex, Zoom, Microsoft Teams, Salesforce, PublicInput, etc.)?

• Yes

• No

  06

  Please list any languages you can speak or read, and indicate your level of proficiency.

  07

  Do you have experience with project management software (e.g., Microsoft Project, Planner, or similar)?

• Yes

• No

  08

  Do you have experience with data management and presentation tools (e.g., Canva, Prezi, Tableau, Mentimeter, etc.)

• Yes

• No

  Required Question

Agency

Metropolitan Government of Nashville & Davidson County

Address

Human Resources Department 700 President Ronald Reagan Way, Suite 201 Nashville, Tennessee, 37210

Phone

(615) 862-6640

Website

http://www.nashville.gov/Human-Resources/Employment-Opportunities.aspx

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