About the Department

Under the direction of the CEO of the Princeton Economic Development Corporation (EDC) and Community Development Corporation (CDC), the Executive Assistant performs advanced, confidential, and highly responsible administrative and board support duties. This role serves as a key liaison between the CEO, EDC/CDC boards, city departments, and the public. Responsibilities include office management, board meeting preparation, recordkeeping, calendar coordination, event and travel logistics, and regulatory compliance related to agendas, notices, and minutes.

Position Duties

• Provide professional administrative support to the CEO, including managing calendars, scheduling meetings, and preparing communications and reports.
• Draft, format, and proofread correspondence, reports, memos, presentations, and legal or policy documents
• Draft, edit, and distribute board agendas, meeting packets, legal notices, and public postings in accordance with the Texas Open Meetings Act.
• Prepare EDC/CDC agenda items for City Council Meetings.
• Coordinate and organize internal meetings, external engagements, and special events, including logistics, materials, vendors, and travel arrangements
• Organize special events, ribbon cuttings, or stakeholder engagements related to EDC/CDC initiatives.
• Attend EDC and CDC board meetings, record minutes, and prepare/post follow-up documentation.
• Coordinate with city departments, legal counsel, and external stakeholders to ensure timely delivery of materials, notices, contracts, and correspondence.
• Serve as a liaison between executive staff and internal departments, external agencies, vendors, and the public
• Maintain department records, manage filing systems, and ensure confidentiality of sensitive or proprietary information
• Maintain and update EDC/CDC official records, including board rosters, term expirations, resolutions, and corporate documents.
• Support project management by tracking deadlines, deliverables, and follow-up actions across teams
• Perform procurement and budget-related tasks, including invoice processing, expense reporting, purchasing, and P-card reconciliation
• Assist with budget tracking, expense reporting, and procurement in coordination with finance staff.
• Monitor incoming calls, emails, and mail; respond, redirect, or escalate as appropriate.
• May take meeting minutes, prepare agendas, and assist with board/committee administrative support
• Provide excellent customer service to internal stakeholders and external visitors in person, by phone, and electronically.
• Assist in onboarding new board members and maintain training documentation in compliance with bylaws and state laws.
• Maintain confidentiality and exercise sound judgment in all matters related to business development, strategic projects, and board governance.
• Serve as a key contact for businesses, developers, and citizens seeking information about EDC/CDC operations.
• Performs other duties as assigned or needed.

Minimum Qualifications

Associate’s degree in Business Administration, Office Management, Public Administration or a related field. A Bachelor’s degree is preferred. Minimum of three (3) years of progressive administrative support experience, preferably in an executive or senior-level environment position in a similarly sized public sector municipality; or equivalent combination of education and experience. Must pass a pre-employment drug screening, physical, and criminal background check. Must possess a valid State of Texas Driver’s License.
Notary Public certification is preferred (or must be obtained within two months from the date of hire).

Other Qualifications

ADA COMPLIANCE

Physical Ability: Task involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-15 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Ability to drive to and from meetings and events.
Sensory Requirements: some tasks require the ability to perceive and discriminate colors or shades of colors. Some tasks require the ability to perceive and discriminate sounds. Some tasks require the ability to perceive and discriminate odors. Some tasks require visual perception and discrimination. Some tasks require oral communications ability.
Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents. Occasional outdoor work required in various weather conditions