Job Description

Posting number: FY27-00070

Department: City Manager

Job classification: Special Assistant - City Manager

Posting type: Open (External and Internal)

Categories: Administration, Administrative Assistant, Clerical & Data Entry, Professional, Miscellaneous, Customer Service, Office and Administrative Support

Summary

One City. One Team. One Community. Make an Impact Where It Matters Most.

Are you highly organized, proactive, and passionate about making a difference in your community? The City of Wilmington is seeking an Special Assistant to the City Manager to provide essential executive, administrative, and research support to the City Manager’s Office.

In this role, you’ll help keep City leadership informed, prepared, and connected by managing schedules and correspondence, coordinating meetings and community engagements, researching important issues, and facilitating communication across City departments and external partners. You’ll play a key role in keeping priorities on track, gathering information, and ensuring important matters receive the attention and follow-up they need.

This is an exciting opportunity for a professional who thrives in a fast-paced environment, demonstrates sound judgment and discretion, and enjoys working behind the scenes to support effective City leadership.

Why This Position Is Important

The City Manager’s Office plays a vital role in guiding City operations, supporting organizational priorities, and serving the Wilmington community. This position helps make that work possible by ensuring the City Manager is well-prepared, information is organized and accessible, and communication flows effectively between departments and community partners. Your attention to detail, initiative, and ability to anticipate needs will directly contribute to the effectiveness of City leadership and the services provided to our residents.

Examples of duties

The following duties are illustrative of the work performed and are not intended to be all-inclusive.

• Provide a full range of administrative support to the City Manager, including calendar management, meeting and travel arrangements, correspondence, preparation of documents, and maintenance of office records.
• Manage incoming calls, messages, correspondence, invitations, and requests; determine appropriate routing and follow-up, and promptly flag matters requiring the City Manager’s attention.
• Prepare the City Manager for meetings, briefings, and public or community engagements by researching topics, organizations, participants, relevant City activities, and prior interactions or commitments.
• Gather reports, background materials, meeting agendas, and updates from City departments or other sources; prepare concise briefing notes, summaries, talking points, and supporting materials as requested.
• Conduct research on assigned issues, review information from available sources, and identify relevant facts, outstanding questions, or additional information needed for the City Manager’s consideration.
• Communicate directly with City staff, government agencies, organizations, and other contacts to request information, clarify responses, coordinate arrangements, and obtain updates on assigned matters.
• Track information requests, assignments, meeting follow-up items, and commitments; monitor due dates, follow up with responsible individuals, and maintain current records of outstanding matters.
• Compile responses received from individuals and departments, check that requested information has been addressed, and provide the City Manager with organized updates, including unresolved issues requiring direction.
• Prepare presentations, briefing packets, letters, reports, and other written materials; review documents for completeness, accuracy, and clarity before submission.
• Serve as a professional point of contact for the City Manager’s Office with elected officials, employees, residents, community representatives, and external organizations; refer policy decisions and matters requiring executive direction to the appropriate official.
• Handle sensitive information with discretion and maintain files and correspondence consistent with applicable City procedures, confidentiality obligations, and public records requirements.
• Assist with special assignments and improvements to office tracking, communication, and administrative processes; perform other related duties as assigned.

Qualifications

Education:

• Bachelor’s degree from an accredited college or university in Public Administration, Business Administration, Communications, Political Science, or a related field.

Experience:

• Three (3) years of progressively responsible experience in executive administrative support, research, project coordination, or related professional support work, including supporting senior leadership OR an equivalent combination of education and experience may be considered. Experience in local government or a similarly complex organization is preferred.

Knowledge, Skills and Abilities:

• Knowledge of executive office administration, business correspondence, records management, and general municipal government functions and procedures.
• Skill in researching unfamiliar topics, evaluating information from multiple sources, preparing concise written summaries, and organizing accurate briefing materials.
• Ability to anticipate the City Manager’s needs, exercise independent judgment within assigned responsibilities, and recognize matters requiring executive direction or approval.
• Ability to establish effective working relationships, communicate tactfully with elected officials, City staff, and external stakeholders, and obtain timely responses without exercising supervisory authority.
• Ability to prioritize competing requests, maintain accurate tracking and follow-up systems, meet deadlines, and handle sensitive information with discretion.
• Proficiency with standard office software, electronic calendars, spreadsheets, presentations, and document management systems.

Supplemental information

WORKING CONDITIONS

Work is performed primarily in an office setting and involves frequent use of computers and other office equipment, regular communication with internal and external contacts, and changing priorities or time-sensitive requests. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.