Job Description

Overview

The Detroit-Wayne Joint Building Authority owns and manages the Coleman A. Young Municipal Center, a key facility serving as the home to the executive and legislative branches of Detroits government. It also houses Wayne Countys Third Judicial Circuit and Probate Courts, along with the Clerks offices for both the City of Detroit and Wayne County. The Authority prioritizes the safety and well-being of elected officials, tenants, employees, and visitors to the Municipal Center. The organization is committed to maintaining a secure and efficient environment for all its stakeholders.

Role Description

The Executive Assistant (EA) to the CEO is a high-level strategic partner responsible for providing comprehensive, proactive, and confidential support to the CEO and the Board of Commissioners. This is not a traditional clerical role; the EA serves as the primary point of contact and front-facing lead for internal and external stakeholders, including high-ranking City and County officials, commissioners, building tenants, and contracting partners. The ideal candidate is a high-functioning professional who thrives in a fast-paced civic environment, possesses exceptional communication skills, and can manage complex projects and governance requirements (such as the Open Meetings Act) with precision and discretion.

Key Responsibilities

1. 1. Strategic Executive Support and Management

   Calendar & Priority Management: Manage a complex executive calendar; prioritize meeting requests and troubleshoot scheduling conflicts with a deep understanding of the CEOs strategic priorities.

   • Strategic Communication: Draft, edit, and proofread high-level correspondence, briefing memos, and presentations for the CEO. Monitor and manage the CEOs email and communications to ensure timely follow-up.
2. Stakeholder Liaison: Act as a professional liaison between the CEOs office and key partners, including all contractors, City of Detroit leadership, and Wayne County Executive offices.

2. Board Governance & Commission Support

1. Commission Management: Coordinate all aspects of monthly Commission meetings, ensuring strict adherence to the Michigan Open Meetings Act (OMA).

2. Recording Secretary: Attend Board meetings, take accurate minutes, and manage the official archiving of all Authority records, resolutions, and bylaws.

3. Briefing Material Oversight: Manage the preparation and distribution of Board packets. Ensure the CEO and Commissioners receive executive summaries and supporting documents at least 48 hours prior to meetings.

3. Operational & Project Coordination

1. Organizational Transformation Support: Assist the CEO in the transition from consultant-led to in-house operations. Track progress on key hiring initiatives and departmental restructures.

2. Event & Facility Activation: Oversight of the Erma Henderson Auditorium and Atrium scheduling. Coordinate large-scale community and civic events (e.g., Flag Raisings, Blood Drives, Spirit Plaza activations) with an eye toward public-facing impact.

3. Special Projects: Lead or support special projects related to the capital improvement plans, including tracking project milestones and coordinating with engineering and construction leads.

4. Financial Liaison: Support the CEO and accounting team by processing

5. Office Stewardship: Maintain a high functioning, organized, and professional executive suite. Manage executive office supplies and oversee the onboarding of new in-house staff.

Qualifications

• Experience: Minimum of 35 years of experience supporting C-Suite executives, ideally within a public authority, municipal government, or large-scale non-profit.
• Education: Bachelors degree in business administration, Public Administration, Communications, or a related field preferred. Comparable experience can also be
• Governance Knowledge: Familiarity with the Michigan Open Meetings Act (OMA) and Freedom of Information Act (FOIA) is highly desirable.
• Technical Proficiency: Expert-level skills in Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint). Experience with facility management software (e.g., Prism/Aware) is a plus.

Core Competencies

• Discretion: Ability to handle sensitive information regarding City/County leases and personnel with absolute confidentiality.
• Proactivity: A forward-thinking mindsetanticipating needs before they are articulated.
• Professionalism: High-level gravitas necessary to interact with Commissioners and elected officials.
• Adaptability: Ability to pivot between administrative tasks and strategic project support seamlessly.
• Excellence: Innate desire to consistently perform at the highest level of professional execution on all tasks and responsibilities.

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