Executive Initiatives Coordinator, Mayor's Office

Department: Office of the Mayor

City of Syracuse residency is required for this position. If you are not a resident, you have six (6) months from your date of hire to establish residency.

Job Description

Assist senior leadership in the Mayor’s Office, primarily the Chief Development Officer, Chief Strategy Officer, and Chief Operations Officer ("Team"), in the performance of a wide range of administrative, operational, and technical support functions related to City initiatives. This is professional-level work involving assistance with the planning, coordination, and administration of projects, programs, and strategic initiatives as assigned by the Team. Work includes administrative and clerical duties necessary to support the efficient operation of the Mayor’s Office. Assignments may involve coordinating activities among City departments, managing calendars and scheduling, maintaining files and departmental information, coordinating professional travel, supporting Constituent Services, preparing purchase orders, and conducting research and other technical tasks. The position also supports executive-level project management efforts, including tracking project timelines and deliverables, coordinating interdepartmental initiatives, assisting with strategic planning activities, preparing briefing materials and executive summaries, facilitating stakeholder communications, and monitoring progress on priority initiatives. Responsibilities may also include drafting, editing, and disseminating communications regarding project goals, programs, and objectives, including website content and other printed materials. Routine duties are performed in accordance with established objectives, policies, procedures, and general direction from the Team. More complex assignments may be delegated directly by members of the Team. Related duties are performed as required. The incumbent works under the general supervision of the Team.

Typical Work Activities

• Coordinates and assists with executive-level projects and strategic initiatives by maintaining project schedules, monitoring deadlines, preparing status reports, and ensuring timely follow-up on action items and deliverables.
• Assists in project management functions for cross-departmental initiatives, including facilitating meetings, documenting outcomes, tracking implementation progress, and coordinating communications among internal and external stakeholders.
• Supports the Team in planning and executing special projects, operational initiatives, and priority assignments by conducting research, compiling data, preparing presentations, and developing executive briefing materials.
• Maintains project documentation, dashboards, and reporting tools to support transparency, accountability, and effective decision-making for leadership initiatives.
• Performs various administrative tasks such as answering phones, reading/monitoring incoming mail and email, and either answering general inquiries directly or routing more specific or technical inquiries to the proper official or unit in a timely fashion; prepares written and oral reports; maintains contact within City departments and with other public and private agencies; and when assigned, may represent Team member(s) in attending meetings and conferences.
• Provides supplemental support to Constituent Services as needed; involves monitoring the Mayor@syr.gov mailbox, assisting in answering Mayor’s Office general line, and provides backup support to Executive Secretary to the Mayor.
• Supports the Team’s involvement with the legislative process, which may include working with support staff in the Common Council office, and connecting with departmental point people who submit legislative requests, and connects with other staff in other local, state, and/or federal units of government.
• Prepares information for the Team by researching and writing communications materials for dissemination via multiple channels. Replies orally or in writing to inquiries for information about Team project goals, objectives and programs.
• Collects, assembles and compiles information on Team activities; compiles and maintains mailing lists for distribution; prepares exhibits and other public displays for presentations; assists Team members in editing articles, speeches, and other related correspondence.

Knowledge, Skills, and Abilities

• Excellent written and verbal communication skills. Ability to communicate effectively with elected officials, senior leadership, City staff, community stakeholders, and the public.
• Highly organized and detail oriented. Ability to manage multiple assignments, priorities, and deadlines while exercising sound judgment and discretion.
• Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and Teams. Experience with website publishing software, project management tools, and software systems such as PeopleSoft is preferred.
• Ability to conduct research, analyze information, and prepare reports, correspondence, presentations, briefing materials, and executive summaries.
• Ability to coordinate projects and administrative activities involving multiple departments, agencies, and stakeholders.
• Ability to establish and maintain effective working relationships with public officials, government agencies, community organizations, and the public.
• Preferred experience includes project coordination or project management support within a government, nonprofit, or executive office environment, with demonstrated ability to manage multiple concurrent initiatives and communicate effectively with senior leadership and external stakeholders.

Minimum Qualifications

• Bachelor's degree in public administration, business administration, communications, or other related field, or;
• Four (4) years of paraprofessional or professional level work experience, or its part-time equivalent, or;
• Four (4) years of clerical work experience which must have been in either a supervisory capacity or in a non-supervisory, advanced capacity, such as executive secretary to a department head, second-line supervisor, or administrator. 

Benefits

• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance
• Retirement plan

Click here to apply

The Affirmative Action Policy of the City of Syracuse is to provide equal employment opportunity for all individuals regardless of race, color, sex, religion, creed, age (18 and over), marital status, national origin, disability, veteran status, gender identity or gender expression, sexual or affectional preference or orientation, or any other classified group within the protected class. The City also complies with 31 CFR part 51. If you have a disability for which you wish special accommodation to be made, contact the Office of Human Resources at 315-448-8780 or personnel@syr.gov.

The City of Syracuse may conduct a criminal background check with regard to the employment sought.