The City of Springfield is seeking a highly capable and trusted Executive Administrator to the City Manager to support the leadership and daily operations of the City Manager’s Office.
This position reports directly to the City Manager and serves as a trusted extension of the City Manager’s office, helping ensure leadership priorities remain organized, communications are coordinated, and the City Manager is consistently prepared to lead effectively. The Executive Administrator must be a proactive self-starter who demonstrates initiative, sound judgment, and exceptional professionalism. This role requires the ability to anticipate needs, manage complex priorities, read situations effectively, and operate with the highest level of confidentiality while supporting the City Manager’s leadership and the successful execution of City Council priorities. This role requires a professional who can operate with executive maturity and discretion, and represent the City Manager’s Office with professionalism at all times.
The position plays a vital role in maintaining a highly organized, responsive, and professional executive office that supports the City’s leadership philosophy centered on processes, relationships, and trust.
Key Responsibilities:
Executive Office Coordination
- Coordinate the daily operations of the City Manager’s Office and ensure effective management of schedules, communications, and executive priorities.
- Anticipate needs and proactively support the City Manager in preparing for meetings, briefings, and key engagements.
- Maintain strict confidentiality and exercise sound judgment when handling sensitive or complex matters.
- Assist in managing the City Manager’s time and priorities by organizing requests, coordinating follow-up actions, and identifying when matters should be delegated to the appropriate Deputy City Manager or department leadership.
- Create and maintain processes to ensure issues are directed to the appropriate leadership staff, so the City Manager’s time remains focused on strategic priorities and City Council initiatives.
Strategic Administrative Support
- Provide high-level administrative and research support on special projects, initiatives, and reports for the City Manager.
- Prepare briefing materials, reports, and executive communications for leadership discussions and decision-making.
Executive Communication and Relationship Management
- Serve as a liaison between the City Manager’s Office, the Mayor and City Council, department leadership, staff, citizens, and outside partners.
- Help coordinate communication to ensure timely and effective information flow across the organization.
Operational Awareness and Anticipation
- Demonstrate strong situational awareness and the ability to read the room, recognizing when to elevate issues, coordinate solutions, or resolve matters independently.
- Anticipate scheduling conflicts, emerging issues, and organizational needs to help ensure the City Manager’s time is focused on the most important priorities.
Protecting Leadership Focus
- Help filter requests, communications, and competing demands so the City Manager can remain focused on the City Council’s five strategic priorities and the successful execution of those initiatives.
The successful candidate will demonstrate:
- Initiative and the ability to operate independently in a fast-paced executive environment
- High emotional intelligence and strong situational awareness
- Exceptional confidentiality and professionalism
- Strong organizational and communication skills
- The ability to anticipate needs and manage complex priorities
- A commitment to strengthening processes, relationships, and trust across the organization
Why This Role Matters
The Executive Administrator to the City Manager plays a critical role in ensuring the City Manager’s Office operates with professionalism, organization, and focus. In a growing city with complex priorities, the ability to manage information, coordinate communication, and anticipate needs is essential to effective leadership.
This position helps ensure the City Manager can remain focused on the City Council’s priorities while maintaining strong relationships across the organization and the community. The Executive Administrator plays a key role in organizing communications, coordinating initiatives, and ensuring the executive office operates with clarity and efficiency.
While the City Manager maintains a strong external focus with community partners, regional stakeholders, and elected leadership, the role also supports the City Manager’s commitment to remain connected with employees across the organization. This includes helping coordinate site visits, employee engagement opportunities, and employee and team recognition throughout the City to strengthen relationships and reinforce a culture grounded in processes, relationships, and trust.
The role helps ensure the City Manager remains connected to both the City's strategic direction and the employees who make that work possible.
Ideal Candidate
Leadership Philosophy
The City of Springfield’s leadership culture is grounded in processes, relationships, and trust. Leaders across the organization operate within the principles of The Trust Edge Framework®, which emphasizes:
Clarity, Compassion, Character, Competency, Commitment, Connection, Contribution, and Consistency
These principles guide how we work together, build relationships, and serve our community.
Minimum Qualifications
- Graduation from an accredited college or university with a Bachelor's Degree in Business or Public Administration, Office Administration, or a related field;
AND
- One year of related experience
- Experience may be substituted for the formal education requirement on a year-for-year basis.
Licensing/Certification
