Position SummaryThe Executive Assistant will primarily provide support to the Executive Director and Deputy Executive Director but will support the agency as a whole and CPOC Commissioners as needed. This position provides administrative and operational support to the CPOC executive team, ensuring effective communication, project coordination, and seamless management of key agency initiatives. The role demands a proactive, detail-oriented individual who can manage multiple priorities and interact with a broad range of internal and external stakeholders.Essential FunctionsCalendar and Schedule Management:
    Efficiently manage and prioritize the schedules of the CPOC executive team
    Schedule meetings, appointments, and travel, ensuring proper time management and prioritization
    Resolve scheduling conflicts and proactively identify solutionsCommunication Management:
    Serve as the primary point of contact for internal and external stakeholders, including City departments, government officials, and community organizations
    Screen phone calls, emails, and correspondence for both executives
    Draft, proo, and edit documents, reports, and presentations for the ED and Deputy ED
    Facilitate the flow of communication and follow up on key action itemsMeeting & Event Coordination:
    Organize and prepare materials for meetings, conferences, and public events involving the executive team
    Take minutes at meetings, track action items, and ensure timely follow-up
    Assist in the planning, logistics, and execution of commission events, conferences, and community engagement activitiesProject Management Support:
    Help prepare and maintain project reports, status updates, and documentation
    Assist with project-related inquiriesAdministrative Support:
    Handle day-to-day administrative tasks, such as filing, organizing digital and paper records, and maintaining office supplies.
    Coordinate travel arrangements, including flights, accommodations, and itineraries
    Provide support with special projects as assigned
    Record and distribute meeting notes
    Answer telephone and assist with complaint intake, providing courteous, compassionate, and professional service to complainants.
    Prepare internal and external referrals as needed to ensure complaints and other constituent concerns are properly addressed.
    Create and maintain documents 
    Other duties as assigned Data & Document Management:
    Organize, maintain, and update confidential files and databases
    Assist in preparing reports and presentations for senior leadership and the public
    Ensure the accuracy and integrity of all project-related documentationConfidentiality & Professionalism:
    Maintain strict confidentiality regarding sensitive issues and discussions
    Exhibit professionalism in all interactions, both within the City organization and with external partiesProblem Solving & Initiative:
    Anticipate needs and proactively address administrative challenges
    Offer recommendations for process improvements, contributing to a more efficient office environmentCompetencies, Knowledge, Skills and Abilities    Work independently on difficult or complex administration and clerical tasks 
    Accomplish work requirements in a timely manner 
    Exercise good judgment, courtesy, and professionalism in receiving office callers and in making proper disposition of problems 
    Establish and maintain effective working relationships with various internal and external clients 
    Operate standard office equipment, phone, personal computers, printers, and scanners 
    Maintain confidential information and data 
    Set and maintain priorities with a large workload 
    Fluency in Microsoft Office Suite (i.e. MS Word, Excel, PowerPoint, Outlook, SharePoint)
    Strong problem‐solving skills ‐ communicates in a clear and succinct manner and effectively evaluates information/data to recommend courses of action.
    Excellent communications skills: able to communicate effectively stakeholders at all levels; able to influence and engage across multiple teams; excellent verbal and written communication, and documentation skills.
    Ability to manage time effectively, set priorities appropriately, operate with minimal supervision, work and act independently/as part of a team and maintain professional demeanor under stress
    Basic office operationsWork-LifeWorking hours are generally 37.5 hours per week.  Our team is currently hybrid with a predetermined schedule of both virtual and in-office days, however the position can opt to come in the office each day if desired. New employees will have a 90-day in-person probationary period upon hiring.