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Executive Administrative Assistant to the City Manager

City of Cartersville

Listing Summary

JOB TITLE:  Executive Administrative Assistant to the City Manager                                           

DEPARTMENT:  Administration, City of Cartersville

ANNUAL SALARY: $62,294-$72,242


JOB SUMMARY:  This position reports directly to the City Manager providing support in a one-on-one working relationship.  The Executive Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the City Manager. They are also responsible for assisting the City Manager in administering the daily operations of the Administration Department and serving as liaison with the Mayor and City Council.

The Executive Assistant to the City Manager is responsible for providing highly responsible, complex, non-routine, and often confidential secretarial and administrative support to the City Manager and departments. The Executive Assistant is accountable for a variety of administrative activities to be met with minimal supervision. Duties performed directly support the City Manager and include: preparing and typing reports, minutes, agendas, communications, written documents, and other correspondence requiring independent judgment in handling format, procedure, and context; composing correspondence; compiling support materials for City Council meetings and committee meetings; interacting with members of the City Council; receiving, investigating, and responding to sensitive phone calls, citizen inquiries, and/or complaints that may involve confidential matters; scheduling meetings and appointments; maintaining calendars which may include electronic calendars; coordinating business dates; making travel arrangements; greeting visitors, responding to, and/or routing incoming mail and telephone calls; attending meetings, taking minutes, and distributing minutes as necessary; and maintaining office files. Assists in providing administrative support for staff in the City Manager’s Office as needed. The person in this role must be committed to teamwork, have a shared commitment to quality of everyday work, and demonstrate the willingness to assume ownership in completion of tasks.




  •  Completes a broad variety of administrative tasks for the City Manager including managing an extremely active calendar of appointments; composing, and preparing correspondence and reports for the City Manager, Mayor, and City Council that is often confidential; arranging travel plans, itineraries, and agendas, notifies media as required. Makes detailed notes at meetings to assist City Manager with documentation.
  •  Researches, prioritizes, and follows up on incoming issues and concerns addressed to the City Manager, including those of a sensitive or confidential nature.  Determines appropriate course of action, referral, or response.
  •     Screens incoming calls and responds to inquiries from city employees and the public then directs them to the appropriate parties.
  •  Provides a bridge for smooth communication between the City Manager and internal departments; demonstrating leadership to maintain credibility, trust, and support with management.
  •  Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the City Manager’s ability to lead the City.
  •  Prioritizes conflicting needs; handles matters expeditiously and follows through on projects to successful completion by assigned deadline.
  •    Prepares the agenda for Team Meetings and City Council meetings as well as the agenda packet for distribution to the Mayor, Council, City Manager and Departments
  •    Assists in preparing the annual city budget for distribution to City Council, Department Heads and others as required.


  • Coordinates travel arrangements and conference registrations for the City Manager, Mayor, and City Council members.  Compiles travel expense reports and credit card reconciliations for City Manager, Mayor and City Council members.
  •  Plans, coordinates, and ensures the City Manager’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role to ensure efficient use of the City Manager’s time. 
  • Handles new City vehicle documentation for all department’s title and tag requests and insures proper distribution for insurance purposes.
  • Processes payroll as a backup to the HR Specialist.
  •  Assists the Communications and Public Relations Manager in the development of the annual city calendar and Visioning presentation.
  •  Manages office supply inventory and order office and janitorial supplies for staff in City Manager’s building.  Coordinates and orders business cards and stationery for all City departments.
  •  Performs the duties of the Receptionist/Secretary in her/his absence to ensure the smooth operation of the office.
  •  Performs other related duties as assigned.



  •  5-10 years of experience supporting a City Manager, Mayor, or Department Head.
  •  Knowledge and level of competency commonly associated with the completion of   a baccalaureate degree in a course of study related to the occupational field.
  •  Proficient in Microsoft Office products
  •  Proven ability to maintain a high level of confidentiality and discretion.
  •  Strong written and verbal communication.
  •  Interpersonal skills and the ability to build relationships with citizens, stakeholders, including staff, council members, and external customers.
  •  Proactive approach to problem-solving.
  •  Highly resourceful team player and ability to be effective independently.
  •  Demonstrated ability to achieve high performance goals and meet deadlines.
  •  Strong organizational skills that reflect the ability to perform multiple tasks with excellent attention   to detail.
  •  Must be creative and enjoy working within a small entrepreneurial environment.
  •  Community oriented.



  • Public administration.
  • City policies and procedures.
  • Principles and practices of city government administration.
  • Basic accounting and bookkeeping principles and practices.
  • Modern office procedures.
  • Operations of city departments.


SUPERVISORY CONTROLS:  The City Manager assigns work in terms of department goals and objectives.  The employee works independently in organizing work to reach goals and meet deadlines.  The work is reviewed through conference, reports, and observation of department activities.

GUIDELINES:  Guidelines include relevant state laws, city ordinances, policies, and procedures, and manuals.  These guidelines require judgment, selection, and interpretation in application.

COMPLEXITY:  The work consists of varied administrative and supervisory duties.  The multitude and variety of duties performed contribute to the complexity of the work.

SCOPE AND EFFECT:  The purpose of this position is to provide administrative support to the City Manager.  Successful performance helps ensure the smooth operation of the department, effective liaisons between office staff and other city departments, and a positive image for the city.

PERSONAL CONTACTS:  Contacts are typically with co-workers, elected officials, representatives of state and local agencies, department heads, employees in other departments, and the public.

PURPOSE OF CONTACTS:  Contacts are typically to give and exchange information, provide services, resolve problems, and motivate personnel.

PHYSICAL DEMANDS:  The work is typically performed while sitting at a desk or table.

WORK ENVIRONMENT:  The work is typically performed in an office setting.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  This position exercises direct supervision over all assigned personnel.


Qualified candidates submit resume and cover letter to: 


The City of Cartersville is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected status.


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