About the Role
Responsibilities:
• Act as the project coordinator for team meetings, including all-staff meetings, community
meetings, and special events
• Produce and edit internal and external correspondence and materials, as needed
• Support Chief Sustainability Officer before and after key meetings with reminders about content
and draft follow-up communications
• Responsible for strategic calendar management, including scheduling meetings, coordinating
recurring check-ins, updating attendees, and communicating across multiple departments and
external organizations as needed to schedule events
• Screen and handle telephone communications; evaluates incoming and outgoing
correspondence and prepares responses as appropriate
• Establish and oversee a well-organized functional system of filing and database management
• Order supplies, equipment, and materials for the team and track expenses
• Makes arrangements for conferences and business travel
• Complete mileage reports, expense reimbursements, travel arrangements, and related
documents for individuals and groups
• Plan, develop and implement office management procedures and policies, recommends
modifications to existing procedures as required and maintain and regularly update the office
Policy and Procedure Manual
• Processes vendor payments and payroll
• Assists and helps troubleshoot technology issues
• Perform various administrative and executive support tasks while managing sensitive matters
with a high level of confidentiality and discretion
• Build meaningful and trusting relationships with City staff, community stakeholders, elected
officials, etc to facilitate positive outcomes and contribute to a high-performing collaborative
culture
• Function as liaison by providing flexible, efficient and timely response to the needs of the
department
• Compose information and prepare correspondence in a clear, concise and well-organized
manner
• Proofread official documents
• Special Projects: assist on special projects as needed and effectively presents all materials
through use of technology or assist Leadership in effectively presenting materials
Requirements
Qualifications:
• An associates degree or a baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience
• 2-5 years of progressive responsible office management, executive support, office management, special projects experience or an equivalent combination of education and experience
• Effective oral, written communication and interpersonal skills required
• Skilled at organizing complex meetings and professional social events
• Excellent organizational skills
• High level of integrity and discretion
• Qualified candidates must be able to effectively communicate with all levels of within the City of Newark, external organization, and the public.
• Must be able to operate in a fast-paced environment, often under short and shifting deadlines and in high-pressure situations
• Ability to utilize independent judgment in the execution of a wide range of administrative and
executive support-related tasks
• Ability to be flexible and handle multiple projects at the same time
• Demonstrated ability to build strong relationships and positively interact with multidisciplinary
staff, patients, and others
• Able to act independently when required and perform as a highly functional member of a team
• Proficiency in Microsoft Office Suite including Windows, Word, Excel, PowerPoint, and
demonstrated ability to learn multiple applications and/or systems
Office Conditions:
• The candidate would work in the Office of Sustainability’s office in City Hall.
Note: The City of Newark has a residency requirement for all public employees. The successful
applicant must establish a principal residence in the city of Newark within six months of effective date of employment.
About the Company
The City of Newark is seeking an Executive Assistant that is responsible for providing comprehensive
administrative support to the Chief Sustainability Officer as well as handling special projects. We are
looking for someone who works effectively and interacts independently with internal and external
sources to solve problems and anticipates deviations from plans and makes additional plans for
accommodations. The ideal candidate provides flexible, efficient and timely responses to the needs of
the department, presents new and innovative ideas, gives them the appropriate follow-up and if
necessary, makes adjustments.
Apply By
To apply, submit a cover letter, resume, and contact information for three references including one
supervisor to sustainabilityteam@ci.newark.nj.us. Please use the subject line “Executive Assistant”
application [Last Name].” No phone calls please.