Executive Assistant-DMD

Executive Assistant-DMD Print

Salary : $50,044.00 Annually

Location : City County Building, IN

Job Type : Full Time

Job Number : 09401

Department : Department of Metropolitan Development

Opening Date : 10 / 15 / 2025

Closing Date : 11 / 14 / 2025 11 : 59 PM Eastern

Position serves as an integral member of the agency or divisions executive leadership team and is responsible for providing wide-ranging administrative and project support to the agency or division, and its director. Incumbent in this position will support several leaders and work with the boards associated with the agency or division. The incumbent attends public meetings to ensure relevant parties are duly notified of hearings in a timely manner. The incumbent in this position will ensure hearings are properly documented and act as the liaison between the boards, city, and residents. Incumbent in this position is controlled by established standard operation policies and procedures that controls their actions. Very limited independent judgment is utilized.

The Department of Metropolitan Development (DMD) works to shape the city's identity by strengthening people and places, building upon our history, and fostering visionary development. The DMD agency envisions the city as a growing, vibrant, and beautiful city where people and businesses thrive in an inclusive, world-class community. The agency is able to do this by cultivating a productive, collaborative, and compliant work environment in order for our workforce to meet the needs of the residents of Indianapolis and Marion County.

Equal Employment Opportunity : The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Position Responsibilities

Key Responsibilities :

• Coordinates executive communications, including taking calls, responding to emails, and interfacing with agency visitors, residents, Board members, City County Councilors, and various community stakeholders and organizations.
• Swiftly responds to inquiries by finding answers or directing to appropriate personnel.
• Is passionate about customer service and driven to find solutions, referring only the most complex issues to the next level.
• Develops and sustains a high level of professionalism among staff, stakeholders, and residents.
• Assists Director in scheduling and administrative requirements.
• Schedules and maintains calendar of appointments, meetings, and travel itineraries, and coordinates related arrangements.
• Prepares, composes, and initiates correspondence, memoranda, presentation material, and reports for the Director.
• Manages, coordinates, and facilitates special projects, meetings, and events as requested by the Director and provides updates to the Director as requested.
• Acts as liaison among department groups, teams, staff, and the Director to communicate information as requested.
• Develops, generates, and distributes special reports and findings related to various department administrative projects, research, and analysis of nationwide trends and best practices related to the division's industry.
• Prepare internal and external corporate documents for team members.
• Prepare submittals for various awards programs.
• Maintains appropriate records, files, documentation, with regards to legal settlements, Board communications, stakeholder reports / communications, etc.
• Maintains an organized filing system of paper and electronic documents.
• Arranges corporate events to take place outside of the workplace, such as staff appreciation events, staff training events, etc.
• Upholds a strict level of confidentiality in all matters.
• Identifies and documents business needs and objectives in the current and / or future state relative to administration processes.
• Creates executive summaries and reports.
• As directed, provides support for other members of leadership team to meet and support initiatives and projects.
• Determines the need of administrative office supplies, equipment, and materials. Replaces or purchase new office supplies and equipment as needed. Plans and coordinates office supplies receiving, distributing, and storage.
• Prepares requisitions and submits to finance team for processing. Organizes, implements work methods, and prioritizes workload to meet deadlines.
• Plans and coordinates administrative service activities regarding support services.
• Oversees the maintenance and alteration of administrative office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities. Conducts investigations to determine comparative costs regarding office equipment.
• Identifies events, stakeholders, entities and people that are affecting (or being affected by) a situation at hand and establish a recommended course of action.
• Be able to anticipate the implications and consequences of a situation and prepare for possible contingency plans.
• Serves as Assistant Secretary to the Metropolitan Development Commission. In absence of Board Secretary, plans board proceedings, coordinates the scheduling, and attends meeting to provide administrative support. Prepares all agenda items and minutes and distributes as required. (OR Plans Board proceeding and based on the number of participants and observes, coordinates the scheduling of the hearing. Attends the meeting to provide administrative support. Responsible for all required notices and postings. Prepares minutes from Board and distributes as required.)
• May serve on internal department committees. May manage an intern on occasion.
• Provide consultation and assistance regarding specific matters within identified area of expertise. Ensures compliance with organization policies and procedures as they relate to area of responsibility.

Qualifications

Minimum Job Requirements and Qualifications :

Preferred Job Requirements and Qualifications :