Job Description

Posting number: 10997-HR

Department: 0101 - City Council

Division: 010101 - Council And Clerk Of Council

Job classification: Council Aide

Posting type: Open

Categories: Administrative Assistant

Summary

Executive Assistant - Ward 1

Work Location: Ward 1, with periodic work at Cleveland City Hall as required

Reports To: Ward 1 Councilmember

The Executive Assistant provides administrative, operational, constituent, research, and office support to the Ward 1 Councilmember. The position assists with the daily operation of the Council office and serves as a key point of contact between the Councilmember, Ward 1 residents, City departments, community organizations, businesses, and other neighborhood stakeholders. The Executive Assistant is expected to work independently, manage multiple priorities, provide responsive constituent service, and support the Councilmember's work throughout Ward 1.

Examples of duties

Duties & Responsibilities

• Manage the Councilmember's daily schedule and office operations, including appointments, meetings, telephone calls, correspondence, mail, records, office supplies, travel arrangements, expense reports, and other administrative matters.
• Serve as a primary contact for Ward 1 residents by responding to calls, emails, and requests for assistance; documenting constituent concerns; referring issues to the appropriate City department or agency; and following up on matters as needed.
• Work directly within Ward 1 to maintain relationships with residents, block clubs, community organizations, businesses, and neighborhood stakeholders and keep the Councilmember informed of concerns and issues affecting the Ward.
• Coordinate and attend Ward 1 meetings, community events, and neighborhood activities, including scheduling locations, preparing meeting materials, communicating with participants, taking notes when needed, and following up on action items.
• Communicate and coordinate with City departments and outside agencies regarding constituent concerns involving City services, neighborhood conditions, community projects, and other Ward-related matters.
• Research issues affecting Ward 1 and gather information requested by the Councilmember and assist with preparing letters, memoranda, reports, presentations, meeting materials, and other correspondence.
• Research grant and funding opportunities that may support Ward 1 programs, neighborhood projects, or community initiatives, and assist with grant writing, applications, supporting documentation, deadlines, and required follow-up.
• Assist with Ward 1 projects and initiatives by coordinating with residents, City departments, community organizations, and other partners; maintaining project information; and tracking assignments and deadlines.
• Maintain organized electronic and physical records for constituent matters, correspondence, projects, meetings, financial documentation, and other Council office business.
• Handle confidential and sensitive matters involving constituents, personnel, finances, and Council business with professionalism, discretion, and sound judgment.
• Perform other related duties as assigned by the Councilmember

Qualifications

• Bachelor's degree from an accredited four-year college or university in Business Administration, Public Administration, or a closely related field.
• Four years of full-time paid experience in office administration, executive administrative support, or a related administrative role in government or private industry. Equivalent combinations of education, training, and experience may be considered.
• Advanced proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook, as well as electronic calendars and file-management systems.
• Strong organizational, written, verbal, interpersonal, and customer-service skills.
• Ability to independently prioritize and coordinate multiple assignments, projects, and deadlines.
• Ability to handle confidential and sensitive information with discretion.
• Valid State of Ohio Driver's License.
• Knowledge of grant research and grant writing.
• Knowledge of municipal government, community engagement, constituent services, or public policy preferred

Supplemental information

Work Location & Schedule This position requires regular work within Ward 1, including direct interaction with Ward 1 residents, businesses, community organizations, block clubs, and neighborhood groups. The Executive Assistant will also be required to work periodically at Cleveland City Hall for meetings, administrative responsibilities, training, and other Council business. Attendance at evening community meetings, neighborhood events, or other activities may be required based on the needs of the Councilmember and Ward 1