EXECUTIVE ADMINISTRATIVE ASSISTANT II

(APPOINTED)

PROMOTIONAL OPPORTUNITY MEDIA SERVICES

"

THIS POSITION IS FOR CURRENT ACTIVE CITY OF DETROIT

EMPLOYEES.... to include

ARPA & ADMINISTRATIVE SPECIAL SERVICE STAFF EMPLOYEES

" Under the general supervision of the department or division head, manage the flow of information into and out of the department, maintain the executive's calendar, and serve as the liaison between executive and key stakeholders, including the Mayor's Office, departmental staff at all levels, and representatives of other City departments and outside agencies. Schedule meetings and maintain the executive's calendar; ensure the executive is informed of upcoming appointments and confirm meetings with all participants. Answer and screen telephone calls and visitors, handling most inquiries directly and referring others to the appropriate staff member. Facilitate communication between the Mayor's Office, the executive and administrative staff, departmental personnel, department heads, and external agencies. Notify the executive of important matters, messages, or emergency situations that require immediate attention. Review incoming mail and route it to the appropriate staff with memo of instructions; alert the executive to mail requiring urgent attention and independently handle routine matters. Prepare routine, non-technical correspondence for the executive's review and apprise the executive of significant matters referred to other staff for disposition. Gather and organize information in advance of meetings for the executive's review and transcribe and compile meeting notes for future reference. Ensure that documents submitted by management staff are properly formatted prior to forwarding them to the executive for approval. Organize and maintain the executive's files, including confidential records and documents. Support department managers, department directors, or related management staff. Prepare standard and custom reports as required. Greet visitors, respond to inquiries or direct them to the appropriate staff member in accordance with their needs. Coordinate conferences, meetings, or special events, and arrange travel accommodations for departmental personnel. Maintain scheduling systems and event calendars. Locate, compile, and assemble documents and materials for briefings and conferences. Serve as a liaison between management and staff by conveying information, clarifying work instructions, and following up on assignments. Prepare simple or repetitive, non-technical correspondence such as letters of acknowledgement in accordance with established formats. Develop materials for supervisor's use in public speaking engagements. Maintain information and documentation needed for budget purposes. Perform special projects and other related duties as assigned. Qualifications (required): High school diploma or G.E.D. Executive Administrative Assistant I

• Two (2) years of experience in administrative support work. Executive Administrative Assistant II
• Three (3) years of experience in administrative support work. Executive Administrative Assistant III
• Four (4) years of experience in administrative support work.

Qualifications (preferred): Associate's degree in secretarial science or business administration.

PLEASE ATTACH A RESUME & ALL RELEVANT DOCUMENTATION TO YOUR APPLICATION. INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED.

Evaluation Plan Interview:

70%

Evaluation of Training, Experience & Personal Qualifications:

30% Total of Interview and Evaluation T.E.

P:

100% Additional points may be awarded for:

Veteran Points:

0

• 15 points

Detroit Residency Credit:

15 points

LRD:

10/01/2024