EXECUTIVE ASSISTANT

JOB SUMMARY

The person in this position is responsible for providing a wide variety of complex administrative and executive assistant tasks requiring initiative, independent judgment and extensive working knowledge of City organization and programs. The incumbent’s work entails dealing with political, confidential and sensitive issues requiring a high degree of discretion, tact and professionalism.

ESSENTIAL JOB FUNCTIONS

Conference Center & Tourism

• Serves as the Conference Center and CVB’s liaison for special events including serving on planning committees and serving as the contact person for certain City of Douglasville events; 
• Conducts tours of the Downtown Conference Center campus to perspective customers and the general public; 
• Serves as office support for the Douglasville Conference Center and CVB including processing invoices, payments, answering calls, ordering supplies 
• Serves as supports for the sales staff including making follow-up phone calls, contacting sales leads, and participating in certain tradeshows and sales activities; 
• Financial Responsibilities: Accept, receive, and/or collect payments; prepare and/or prepare and/or process purchase orders; make recommendations that impact the budget; 

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS 

Requires an Associates’ Degree; five (5) years of progressively responsible complex administrative work with some experience in the public sector preferred or an equivalent combination of education and experience; Bachelor’s degree is preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of modern office practices, methods, equipment, and standard clerical procedures;
• Knowledge of or ability to learn the department's rules, regulations, policies, and procedures;
• Knowledge of all municipal functions, contacts, and activities of various departments;
• Skill in operating a computer;
• Skill in oral and written communication;
• Ability to learn, understand and apply the concepts, practices and procedures of the department;
• Ability to pay close attention to details;
• Ability to handle several projects simultaneously;
• Ability to use meeting agenda software;
• Ability to understand and follow quickly and accurately oral and written instructions;
• Ability to prepare clear and concise reports and maintain accurate records;
• Ability to maintain alphabetical and chronological files;
• Ability to work independently without specific instructions;
• Ability to establish and maintain effective working relationships with City employees.
• Ability to deal with the public in an effective and courteous manner;

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

Police Administration

Notary Public, Ability to obtain GCIC/NCIC certification

Administration
Notary Public

PHYSICAL DEMANDS

The work is medium work and requires feeling, fingering, grasping, handling, hearing, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, talking, visual acuity, and walking.

WORK ENVIRONMENT        

The incumbent works in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.