October 20, 2025

SUMMARY:   

The Executive Assistant & Special Projects Officer provides professional, high-level administrative support to the Mayor and assists with planning, coordination, and execution of city-wide events, communications, and special projects. This position serves as a key liaison between the Mayor’s Office, city departments, elected officials, community organizations, and the public, ensuring effective communication and the successful implementation of initiatives that enhance the quality of life in Gluckstadt.

 

ESSENTIAL FUNCTIONS:

The essential functions include, but are not limited to, the following duties. Additional essential functions may be identified by the city and listed as such in the incumbents work appraisal elements. Various tasks may be assigned under each essential function. Those that are listed under the examples of work are not all inclusive; they are examples only and may be amended or added to as needed by the city.

 

EXAMPLES OF WORK:

• Administrative Support
  • Provide direct administrative assistance to the Mayor, including scheduling, correspondence, meeting preparation, and recordkeeping.
  • Manage calendars, appointments, and travel arrangements for the Mayor and coordinate logistics for meetings and special functions.
  • Prepare reports, memos, and presentations as requested.
  • Maintain confidentiality and discretion with sensitive and privileged information.
•  Communications & Public Relations
  • Draft press releases, announcements, social media posts, and other public-facing communications on behalf of the Mayor’s Office.
  • Serve as a point of contact for citizen inquiries, ensuring professional, timely, and courteous responses.
  • Coordinate with city departments to gather and distribute accurate information about city programs, events, and initiatives.
  • Assist with website and social media content management, ensuring consistency in messaging and branding.
• Event Planning & Special Projects
  • Plan and execute official City of Gluckstadt events, including ribbon cuttings, community celebrations, town halls, and civic recognition ceremonies.
  • Collaborate closely with the Mayor and department heads on special projects and initiatives, including commemorations, youth programs, and intergovernmental collaborations.
  • Manage event logistics such as venue setup, vendor coordination, invitations, media coverage, and post-event reporting.
• Community Engagement
  • Assist in developing partnerships with community organizations, schools, and local businesses to promote civic engagement.
  • Support efforts to enhance public awareness of city initiatives through creative outreach strategies.
  • Marketing and promotion of the City of Gluckstadt.

 

SUPERVISORY RESPONSIBILITIES 
None required. 

Incumbent performs other job-related tasks as assigned and required; any duties/ tasks included in the employee’s performance evaluation elements are essential to that employee’s position within the job classification. 

MINIMUM QUALIFICATIONS: 
If a candidate believes he/she is qualified for the job although he/she does not have the minimum qualifications set forth below, he/she may request special consideration through substitution of related education and experience, demonstrating the ability to perform the essential functions of the position.

EDUCATION and/or EXPERIENCE: 
Bachelor’s /Associate’s degree in public administration, communications, business, marketing, or a related field and two (2) years of experience in administrative support, event coordination, communications, or municipal/government work preferred. 

OR 

Any equivalent combination of education and experience substituting one (1) year of successfully completed college education (30 semester hours) for one (1) year of the required work experience. 

 

KNOWLEDGE, SKILLS, ABILITIES, AND OTHER CHARACTERISTICS

• Principles and practices of effective customer service and customer-oriented telephone etiquette able to meet and deal with the public tactfully and courteously both in-person and over the telephone.
• Considerable knowledge of modern office practices, administrative practices, and procedures, including file and document management procedures and practices.
• Considerable knowledge of the occupational hazards involved in the work and the proper safety precautions for the safe performance of the job.
• Ability to understand and follow oral and written instructions; and ability to compose effective working relations as necessitated by work assignments.
• Able to prioritize and make competent decisions while working on multiple tasks and/or projects.
• Ability to learn applicable state codes and regulations; research state statutes, attorney general opinions, cases, and other legal memorandums as needed.
• Ability to learn city organization, ordinances, rules, policies, and procedures.
• Ability to work independently without much supervision; ability to multi-task and pay attention to intricate details.
• Communicate clearly and effectively, both orally and in writing; correct utilization of the English language, including spelling, grammar, and punctuation.
• Advanced uses of word processing, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data, knowledge of standard office equipment. Preferred knowledge of various social media platforms (Facebook, Instagram, X, etc.) and graphic design software or content tools (Canva, Publisher, etc.)
• City administrative policies and procedures applicable to areas of assigned responsibility, including the requisitioning and purchasing of equipment and supplies and maintenance of public records.
• Manage stress effectively without it interfering with performance. 
• Organize, set priorities, and exercise sound independent judgment within areas of responsibility.
• Interpret, apply, explain, and reach sound decisions in accordance with regulations, policies, and procedures. Type accurately at a speed necessary to meet the requirements of the position. 
• Maintain strict confidentiality of privileged information. 
• Use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations and concerned internal and external parties. 
• Establish and maintain highly effective working relationships with the City staff, Department heads, Mayor, City Council members, other elected and appointed officials, committee members, department directors and managers, staff, residents, representatives of civic and community groups, the media, the public, and others encountered in the course of work.

PHYSICAL REQUIREMENTS: 
These physical requirements are not exhaustive and additional job-related physical demands may be added to these by the city if the need arises. Corrective devices may be used to meet these physical requirements.

Ability to walk, stand and occasionally move objects up to ten pounds found in office environment. Ability to see and discern forms, records, reports, maps, charts, diagrams, etc. Ability to give and receive information through speaking and listening. Use fingers and hands to work telephone, office equipment, and computer keyboard. 

OTHER REQUIREMENTS: 
Have and maintain a valid Mississippi Vehicle Operator’s license; ability to get to and from work each day, 8:00 am – 5:00 pm.

WORK ENVIRONMENT: 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. 

The work environment is a typical office setting which is usually quiet with frequent interruptions. 

I understand that the duties listed above are intended as illustrations of the various types of work that may be performed and the omission of specific statements of duties does not exclude them from the position. This Job Description does not constitute an employment agreement between the employer and employee, and I understand that the employee/employer relationship is “at-will.”  I also understand that this Job Description is subject to change by the employer as the needs of the employer and requirements of the job change.

Interested applicants may submit a cover letter, resume and references via U.S. mail, hand-delivery, or email to the following:

Attn: Ms. Lindsay Kellum

City Clerk, City of Gluckstadt

343 Distribution Drive

Gluckstadt, MS 39110

 info@gluckstadt.net

Inquiries: (769) 567-2306

Applications will be accepted until the position is filled.