Assistant City Manager Executive Assistant (City Manager's Office)

Job Description:

Assistant City Manager Executive Assistant (City Manager's Office)

Description

JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer-we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles - Empathy, Ethics, Excellence, Engagement, and Equity - anchors in delivering services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special?

• Make a Difference : Join a team driving meaningful change in one of the fastest-growing cities in the nation.
  
• Value and Innovation : Work in an environment where employees are valued and innovation thrives.
  
• Competitive Benefits : Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
  
• Retirement Security : Plan for the future with the City of Austin Employees' Retirement System.
  
• Sustainable Transportation Options : Commute easily with access to public transit and bike-friendly infrastructure.
  
• Focus on Wellness : Stay healthy through wellness programs, on-site fitness centers, and mental health support.
  
• Career Growth : Advance your skills and expertise with professional development and leadership opportunities.
  
• Modern Workspaces : Work in innovative and sustainable environments that foster collaboration and inspiration.
  

By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

Job Description:

Purpose:

This position will provide executive-level administrative support to the Chief Financial Officer and the Director of Austin Budget and Organizational Excellence. This role will play a key part in enhancing day-to-day operations by anticipating needs and identifying opportunities for greater efficiency.

Duties, Functions and Responsibilities:

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Provides administrative support to an executive in the City Manager’s Office.
  
• Answers phones, greet visitors, and serve as point of contact providing assistance to customers.
  
• Serves as point of contact and facilitates the handling of time-sensitive requests such as Public Information Requests (PIRs).
  
• Organizes and maintains files relating to office correspondence, reports, and other pertinent data.
  
• Maintains calendar; schedules meetings, conferences, and events; plans travel itineraries; and makes travel arrangements.
  
• Prepares memos, letters, meeting materials and other documents.
  
• Serves as point of contact between the Assistant City Manager, City Council Offices, and departments on day-to-day issues.
  
• Responds to and assists in the resolution of sensitive inquiries, issues, and complaints from both internal and external sources.
  
• Conducts research, compiles data, and performs data analysis. Serves as point of contact in providing assistance to citizens, prepares CAFs (Citizen Action Forms) as needed.
  

Responsibilities - Supervisor and/or Leadership Exercised:

• May provide leadership, training, and guidance to others.
  

Knowledge, Skills, and Abilities:

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of the functions and organization of municipal government, including relationships between departments, divisions, and agencies.
  
• Knowledge of applicable processes, techniques, and methods.
  
• Knowledge of Federal, State, and Local laws.
  
• Knowledge of City practice, policy, and procedures.
  
• Skill in oral and written communication.
  
• Skill in handling multiple tasks and prioritizing.
  
• Skill in using computers and related software applications.
  
• Skill in data analysis and problem solving.
  
• Skill in planning and organizing.
  
• Ability to utilize electronic scheduling system.
  
• Ability to gather information from individuals to support the needs of staff.
  
• Ability to work with frequent interruptions and changes in priorities.
  
• Ability to establish and maintain good working relationships with other City employees and the public.
  
• Ability to exercise discretion in confidential matters.
  
• Ability to lead and train others.
  

Minimum Qualifications:

• Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, or a related field, plus four (4) years of experience in an administrative or executive assistant capacity.
  
• Experience may substitute for the education up to the maximum of four (4) years.
  

Licenses and Certifications Required:

• None.
  

Preferred Qualifications:

• Experience maintaining calendars.
  
• Proficiency with Microsoft Office Suite, specifically with Word, Excel, Outlook.
  
• Experience planning, coordinating, and executing meetings/staff events/community outreach events.
  
• Experience maintaining records and/or coordinating responses to requests for information across organizational units.
  
• Experience with supporting the preparation of large projects such as the development of municipal budgets and/or strategic plans.
  

Notes to Candidate:

The ideal candidate thrives in a fast-paced environment, embraces meaningful challenges, and contributes to an innovative, collaborative, and hard-working team dedicated to exceptional service and organizational excellence.

Job responsibilities will include:

• Respond to phone calls, emails, and mail.
  
• Facilitate the handling of time-sensitive requests.
  
• Manage appointments, meeting requests, calendars and other day-to-day issues requiring facilitation of the flow of information among various groups.
  
• Monitor or prepare responses to management or Council requests for information.
  
• Track the process, and share the status, of pending projects.
  

Strong candidates will possess the following:

• Strong organizational skills and attention to detail
  
• Self-starter, with the ability to work independently and exercise resourcefulness; able to drive projects to completion without the need for lots of direction
  
• Creative and critical thinking skills
  
• Flexibility with regard to work schedule and ability to work irregular hours, especially when preparing for the annual budget review/approval process.
  
• Ability to handle multiple projects and work with tight deadlines
  
• Ability to problem solve and proactively seek ways to make things work better
  
• Effective communicator with the ability to present information clearly and prepare concise reports
  

About the operational areas: The Chief Financial Officer (CFO) oversees the City’s overall financial health, including the multi-billion-dollar budget, financial reporting, treasury, debt, procurement, and real estate functions, and provides strategic financial leadership across all City departments. In addition to Austin Financial Services and Austin Budget and Organizational Excellence, the CFO also oversees Austin Facilities Management, Austin Fleet Mobility Services, and Austin Technology Services.

Austin Budget and Organizational Excellence (ABOE) supports the City by planning the budget, improving operations, and advancing data-driven decision-making. The department promotes innovation and collaborates with City teams and local universities to strengthen how the City serves the community.

When completing the City of Austin employment application:

Please be sure to detail on the application all previous employment that you wish to be considered as part of your qualifications.

• A detailed, complete employment application is required. It helps us to better evaluate your qualifications and will be used to determine salary if you are selected for this position. Be sure to provide job titles and employment dates for all jobs you wish to be considered.
  
• A résumé is required, but will not substitute for a complete employment application. Please include contact information from previous employers.
  
• A cover letter is also required. In the cover letter candidates should describe, in concise detail, their interest in this position and highlight any prior experience that is relevant to this position
  

Background Investigation

A Financial Responsibility Criminal Background Investigation will be required.

If you are selected as a top candidate:

• Verification of your education (which may include high school graduation or GED, undergraduate and/or graduate degrees) will be required. You must provide proof of education from an accredited organization/institution.
  
• And are in the military or a veteran, you will need to provide a copy of your DD- 214 prior to confirming a start date.
  

Benefits:
Working with the City of Austin provides a number of health and welfare benefits such as low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities and more.

Compensation:

$25.74 - $30.50/hour

Assessment:

An assessment may be included as a part of this recruitment process.

Hours:

Monday to Friday 8:00 am to 5:00 pm. This is an in-person position. Work schedules are implemented to meet the requirements of the department and are subject to change based on business needs.

Work Location:

City Hall 301 W 2nd St, Austin, TX 78701

Important Note to Applicants:
Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submission, must be fully completed before that time.

We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it will no longer be viewable in the system.

EEO Statement for City of Austin:

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.

Closing Date/Time: 2026-01-15