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Job Description
EXECUTIVE ASSISTANT TO THE MAYOR
City of Allentown - 3.8 Allentown, PA Job Details $71,056.22 a year 20 hours ago Qualifications Customer communication Full Job Description
JOB DESCRIPTION
City of Allentown Position Description Grade Number:
S 11
Department:
Office of the
Mayor Union:
Non-Bargaining General Purpose The Executive Assistant provides high-level administrative, operational, and constituent service support to the Mayor and Managing Director. This position manages executive schedules, correspondence, and constituent inquiries, while serving as a key liaison between residents, community organizations, and city departments. Essential Duties and Responsibilities " Oversee, manage, and track constituent inquiries, concerns, and requests received through the Mayor's Office, ensuring timely responses and appropriate follow-up. " Manage incoming correspondence directed at the Mayor's Office and coordinate responses with relevant departments and staff. " Oversee the Managing Director's email correspondence and assist with communications, scheduling, and follow-up actions. " Prepare, coordinate, and maintain records for mayoral citations, proclamations, certificates, letters of recognition, and other official documents. " Serve as the Mayor's Office liaison for work order requests. " Coordinate workshops, meetings, and other Mayor's Office activities, including scheduling, logistics, invitations, room reservations, and related arrangements. " Maintain communication and working relationships with community organizations, residents, businesses, and City departments. " Assist with the entry and reconciliation of procurement card (P-Card) transactions within the City's financial management system. " Process and track civic contributions, sponsorships, and related documentation in accordance with City policies and procedures. " Maintain accurate records, files, databases, and tracking systems related to office operations and constituent services. " Prepare reports, correspondence, spreadsheets, and other administrative documents as requested. " Assist with special projects, community initiatives, and events sponsored by the Mayor's Office. " Perform other related duties as assigned. Knowledge, Skills, and Abilities " Strong customer service and constituent relations skills. " Excellent written and verbal communication abilities. " Ability to manage multiple projects and priorities simultaneously while meeting deadlines. " Strong organizational skills and attention to detail. " Ability to maintain confidentiality and exercise sound judgment. " Proficiency in Microsoft Office Suite and other business software applications. " Ability to establish and maintain effective working relationships with elected officials, City staff, community organizations, and the public. Supervision Received Works under the general supervision of the Managing Director and performs duties with a high degree of independence, initiative, and professionalism. June 2026
