Executive Assistant III Mayor's Office
The City and County of Denver - Denver, CO

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This position is perfect for the professional who takes pride in effectively managing numerous responsibilities while maintaining a calm and welcoming environment. This position will serve as one of the first points of contact for the Mayor's Office and will interact daily with the Mayor, Appointees, and constituents. Professional appearance and demeanor, reliability, confidentiality, with proficient skills in MS Office 2007 will be of utmost importance in this role. This office looks calm on the surface but the work is fast paced. If you thrive on being where the action is then this may be the job for you!

Job Responsibilities:

Information Management – Organizes, monitors, tracks, evaluates, compiles, and prepares complex internal and external documents and internal policies or official documentation; manages information for the entire organization; accountable for all organizational resources, communication, and scheduling as it relates to the needs of the executive; keeps advised of the current status of the work of the executive and anticipates the executive’s needs by gathering records, reports, correspondence, statistics, or other specific types of information; maintains the executive’s appointment calendar and arranges appointments, meetings, and conferences, and contacts the appropriate individuals as needed.

Communication – Communicates general and controversial information with internal staff and external entities; communicates with other executive assistants, professionals, private and public organizations, or others to acquire, verify, coordinate, and document information as it relates to projects, programs, practices, or initiatives of the executive; briefs executive on subject matter for upcoming meetings, problems, policies, project status, commitments, and public relations efforts; answers telephones, screens calls and visitors, and directs the individual to the proper contact; prioritizes communication efforts of the executive; attends meetings and takes notes for the manager; and prepares presentations for the manager.

Policies and Procedures – Establishes office procedures and methods using standard systems; explains and defends organization-wide policies and procedures to a variety of internal and external customers including the general public; monitors and evaluates the office operations, studies procedures, recommends modifications, and implements office policies; maintains, edits, and reviews policies and procedures for grammatical structure and consistency for entire organization; updates policy and procedure manuals and other organization wide practices; types documents and distributes updates; creates and prepares databases that assist with documenting multiple events, projects, programs, and practices of the organization; and recommends policies or practices within the scope of responsibility.

Expenditure Controls – Coordinates and compiles budget information for the entire organization; monitors, verifies, tracks, and documents expenditures or revenues; reviews budget documents for consistency between various divisions and/or functional/operational areas and creates and/or prepares various reports and other support documents for the entire organization; determines the needs of the organization and immediate office for supplies and equipment and makes recommendations; monitors and tracks resources for operation; and creates forms, procedures, practices, and documents to support the executive’s budgetary responsibility.

Some specific duties are:

Providing direct support for the Mayor's Senior Advisor, the Office Director and the front office
Database management
Alfresco contract management
Travel reconciliation

Performs other duties as assigned or requested.


Education Requirement:
Graduation from high school or GED certificate.

Experience Requirement:
Three years of administrative/secretarial experience which must include one year of experience supporting a manager responsible for multiple large divisions/departments within a large corporation or the chief executive of a smaller company.
The successful candidate will have the following skills:
Excellent Customer Service
Excellent verbal and written skills

Microsoft Office 2007
Super multi-tasking ability
Experience working effectively under pressure and with numerous distractions

Experience Equivalency:
Additional college education may be substituted for the minimum experience requirement except for the one year of experience supporting
a manager responsible for multiple large divisions/departments within a large corporation or the chief executive of a smaller company.

Additional Information:

The City and County of Denver values leadership that influences the commitment, ability and willingness of employees to provide quality service to the citizens of Denver.

Information provided on the application / resume is used to determine if a candidate meets minimum qualifications. Only information provided at the time of the application being completed will be considered, and additional information that is not listed on either the application or an attached resume may not be considered when deciding if a candidate meets or does not meet the qualifications. Applicants are STRONGLY encouraged to include all information and details on their application and attached resumes.

Classification Title : Executive Assistant III
Pay Grade : 615 A
Agency : Mayor's Office
To Apply : please select the apply button at the top of this posting / visit www.denvergov.org/jobs

Background Check/Drug Testing: Candidates must pass a criminal background check, 10 year employment verification and education verification. Additional checks such as credit and drug testing may be required.
Probationary Period : The successful candidate will be required to complete a minimum six month probationary period (benefits will be active during this time) prior to attaining Career Status with the City.