Economic Development Executive Assistant

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JOB SUMMARY

The Executive Assistant provides high-level administrative, operational, and public-facing support to the Economic Development Department, reporting directly to the Assistant Director. This position is often the first point of contact for community members, stakeholders, and vendors, and plays a critical role in ensuring smooth communication and effective operations. The Executive Assistant manages meeting logistics, financial processes, presentation development , and department-wide coordination with professionalism, attention to detail, and exceptional customer service.

ESSENTIAL JOB FUNCTIONS

Note: This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position.

Public and Customer Service Support

• Serves as the first point of contact for public inquiries, ensuring individuals are connected with the appropriate staff or resources.

• Provides courteous, knowledgeable, and timely assistance to internal and external stakeholders.

• Represents the department in a professional and approachable manner in all interactions.

Meeting Coordination and Logistics

• Attends and supports Duncanville Community and Economic Development Corporation (DCEDC) and Tax Increment Financing (TIF) Board meetings and other departmental and city-wide events. • Prepares and distributes agendas, meeting packets, and related materials for DCEDC and TIF Board meetings. • Records, finalizes, and distributes meeting minutes; ensures proper and timely posting of minutes, agendas, and supporting packets. • Schedules meetings, reserves appropriate meeting spaces, and coordinates audio/visual or virtual platform needs. • Prepares meeting rooms, uploads presentations, and arranges catering or other logistics as needed.

Administrative, Financial, and Procurement Support

• Processes departmental invoices, sponsorship disbursements, grant reimbursement requests, and Hotel Occupancy Tax (HOT) funds awards with accuracy and on time.

• Assists with the development, submission, and monitoring of the department’s budget.

• Supports vendor onboarding and procurement process compliance.

• Maintains and organizes filing systems for financial records, correspondence, contracts, and other documentation.

• Reconciles supervisors’ purchasing card (P-Card) by tracking and validating all transactions with appropriate documentation.

• Maintains a centralized log of all department orders, purchases, and vendor transactions to ensure accountability and transparency.

• Maintains organized, accessible, filing systems for financial records, contracts, and supporting documentation.

Presentations, Reports, and Performance Tracking

• Creates visually engaging PowerPoint presentations that tell a clear and compelling story of the department’s work.

• Assists with preparing data dashboards and departmental Key Performance Indicators (KPIs).

• Drafts, proofreads, and formats professional documents, memos, reports, and internal communications.

Operational Support and Workflow Optimization

• Supports the development, documentation, and refinement of operational workflows and standard operating procedures across the department.

• Monitors and tracks internal deadlines, project milestones, and deliverables to ensure timely and accurate completion of work.

• Assists in identifying opportunities for enhanced efficiency in administrative and departmental operations.

General Departmental Support

• Maintains executive calendars and provides scheduling support for department leadership.

• Tracks deadlines, anticipates needs, and assists with project coordination as required.

• Provides cross-functional support on departmental or organizational initiatives as needed.

• Performs additional duties as assigned that fall within the scope of the job functions.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Requires a High School Diploma, and two (2) years of related work experience.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of departmental administrative procedures, recordkeeping systems, and organizational workflows.

• Knowledge of municipal operations, open records regulations, and records retention schedules is preferred.

• Familiarity with calendar management, meeting coordination, and budgeting support practices.

• Skilled in operating standard office equipment including multi-line phone systems, copiers, scanners, and fax machines.

Skilled in using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other software for data entry, document creation, and report generation.

• Skilled in preparing clear, accurate correspondence, agendas, minutes, and reports.

• Skilled in managing multiple tasks, deadlines, and confidential information with accuracy and discretion.

• Ability to communicate effectively and professionally, both verbally and in writing.

• Ability to maintain a courteous and service-oriented demeanor when interacting with staff, the public, and outside agencies.

• Ability to work independently, prioritize tasks, and adapt to changing priorities.

• Ability to foster and maintain positive, collaborative working relationships across departments.

• Ability to handle sensitive information and maintain confidentiality at all times.

ALTERNATIVE WORK SCHEDULES

This position is eligible for hybrid-remote, flexible hours, and 4, 10-hour days scheduling upon the successful completion of a six (6) month probationary period and at supervisor’s discretion.

PHYSICAL DEMANDS

This work typically requires the following physical activities to be performed. A complete description of the activities below is available upon request from Human Resources.

Job Type: Full-time

Pay: $50,040.82 - $72,559.18 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person