Administrative Executive Assistant at The City of Birmingham Birmingham, AL

Administrative Executive Assistant job at The City of Birmingham. Birmingham, AL. Job Description

Job Description

The Executive Assistant provides high-level administrative and operational support to a high-profile politician in Birmingham, AL. This role requires exceptional professionalism, discretion, and organizational skill while handling sensitive political, community, and governmental matters. Responsibilities include managing complex calendars, coordinating events and travel, preparing confidential reports and correspondence, and acting as a liaison among internal staff, constituents, media, and external partners.

The ideal candidate demonstrates sound judgment, thrives in a fast-paced environment, and is comfortable working evenings and weekends as needed to support initiatives, community events, and District priorities.

Key Responsibilities

Administrative & Clerical Support
• Manage incoming calls, screen communication, and handle general and confidential correspondence with the highest level of discretion.
• Coordinate media interviews and draft, edit, and distribute press releases.
• Prepare letters, reports, presentations, and other documents — including confidential briefings — from drafts, dictation, or notes.
• Develop and maintain organized filing systems for both confidential and standard records.
• Arrange and schedule meetings; prepare agendas, take minutes, and provide logistical support during and outside of business hours.
• Order office supplies, monitor office equipment, and support day-to-day office operations.
• Make travel arrangements for the elected official and staff; a valid passport is required.

Confidentiality & Discretion
• Protect sensitive political and organizational information at all times in compliance with applicable policies and laws.
• Screen calls, emails, and meeting requests related to sensitive matters to safeguard the official’s time, priorities, and reputation.

Executive Support
• Manage calendars and scheduling, ensuring the elected official is fully prepared for meetings, speaking engagements, and public appearances.
• Serve as a liaison between the elected official, internal departments, constituents, community organizations, media, and external vendors.
• Support special projects, research initiatives, district events, and community programs.
• Assist with budget tracking, procurement, and expense reconciliation as needed.

Additional Skills & Expectations
• Strong written and verbal communication skills.
• Ability to record and edit videos, design and distribute flyers, and support promotional needs for upcoming events and initiatives.
• Ability to work well under pressure while managing multiple priorities.
• Willingness to work nights and weekends as required by the political calendar and community obligations.