Executive Assistant

Executive Assistant

The Budget and Management Services Department is seeking a highly skilled Executive Assistant. This position will report directly to the Budget Director and plays a critical role in organizing operations, facilitating communication, supporting special initiatives, and coordinating executive-level functions in a timely, professional, and confidential manner.

The Executive Assistant provides advanced administrative support to department leadership to ensure the effective operation of the assigned department. A successful candidate in this role coordinates communication between department leadership and internal and external stakeholders. Conducts research, prepares reports and handles information requests. Manages department leadership calendars, schedules meetings and appointments, and other related tasks. May act as Human Resources liaison for recruitment, human resource actions, and required testing. Provides guidance and direction to administrative staff.

About You : The ideal candidate is a highly organized, detail-oriented professional who thrives in a fast-paced environment and takes pride in keeping complex operations running smoothly. You have a proven track record of supporting executives with discretion, professionalism, and sound judgment, and you are equally comfortable juggling competing priorities as you are building strong relationships across teams. Your communication skillsboth written and verbalallow you to draft, edit, and prepare materials that reflect clarity and polish. You are resourceful and proactive, anticipating needs before they arise and taking initiative to solve problems. You enjoy being a trusted partner to leadership, someone who can manage calendars, coordinate projects, and handle sensitive information with absolute confidentiality. Above all, you are collaborative, customer-focused, and motivated by helping Budget and Management Services achieve its goals while maintaining high standards of service and efficiency.

About Us : The City of Raleigh's Budget and Management Services Department is a trusted partner in shaping the future of our community through sound financial stewardship, strategic planning, and organizational excellence. We support City Council, leadership, and departments by developing the annual operating and capital budgets, conducting policy and program analysis, and advancing initiatives that align with Raleigh's Strategic Plan. Our team is collaborative, innovative, and committed to transparency and service. Working in Budget and Management Services means joining a department that values professional growth, teamwork, customer service and the opportunity to make a meaningful impact on one of the fastest-growing cities in the nation. As part of the City of Raleigh, employees also enjoy competitive benefits, a supportive work culture, and the chance to contribute to projects that shape the daily lives of the community.

Duties and Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Provide high-level administrative support for department leadership by managing purchases and invoices, schedule and coordinate meetings and events, prepare agendas and materials, transcribe meeting minutes, book and manage travel, schedule appointments, and ensure timely follow-up on action items.
• Independently draft, edit, and format professional correspondence, reports, contracts, and presentations, ensuring accuracy, clarity, and alignment with municipal standards.
• Coordinate the preparation and submission of sensitive and confidential documents, including reports for internal and external stakeholders, executive summaries, contracts, and grant-related documentation.
• Provide oversight, coordination, and backup for city-wide room scheduling.
• Monitor and track project timelines, budgets, and internal deadlines, compiling and analyzing relevant data to support executive decision-making.
• Screen and prioritize calls and requests from internal staff and customers. Handle sensitive and confidential issues and records; resolve customer complaints; and refer customers to the appropriate resource.
• Act as a resource for information and / or support. Plan and orchestrate work to ensure executives and managers meet departmental and city priorities, and organizational goals.
• Serve as the point of contact for all HR and Payroll related matters and interact on a daily basis with members from other departments including HR, IT, Payroll and Talent Acquisition.
• Perform paraprofessional analytical work.
• Research, compile and summarize information and data; prepare and maintain reports, databases and presentations.
• Plan and coordinate department-led meetings and training, including scheduling and logistical support.
• Maintain department supplies, files, records, and documentation in accordance with retention policies.

Typical Qualifications

Education and Experience : Associate's Degree or 2 Years of College in Secretarial Science, Office Management, General Business, or related field; 3 to 5 years' experience in executive-level administrative assistance, or related field OR Any equivalent combination of training and / or experience that provides the required knowledge, skills and abilities may be substituted.

Additional Information

Knowledge of : City processes and associated deadlines, city software, city policy, government regulations; Modern office practices and procedures including the use of standard office equipment and computer applications such as word processing, database, and spreadsheet applications; Administrative procedures and communication practices.

Skill in : Exceptional customer service; Identifying and addressing challenges that arise while maintaining productivity and efficiency.

Ability to : Facilitate effective teamwork with colleagues and stakeholders; foster positive relationships and achieve common goals; Maintain the confidentiality of information.

ADA and Other Requirements : Work Environment and Physical Effort : Sedentary : Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and / or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Work Environment : Work is typically performed in an office or similar indoor environment. Work Exposures : Employees may occasionally be exposed to individuals who are hostile or irate. The City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are available upon request.