JUSTIN WEAVER
Hudson
Summary
Dynamic administrative leader skilled in optimizing executive workflows through strategic calendar management and precise document handling. Proven ability to enhance team effectiveness and maintain confidentiality while supporting high-level decision-making processes. Strong interpersonal skills facilitate collaboration with diverse stakeholders.
Overview
11
11
years of professional experience
Work History
Mayoral Aide/ADA Coordinator
City Of Hudson
Hudson
06.2024 - 12.2025
- Provide high-level administrative support to executive team, managing calendars, scheduling meetings, and coordinating travel arrangements
- Prepare and edit correspondence, reports, and presentations for executive team using Microsoft Office Suite, Teams, and Zoom.
- Manage confidential information with utmost discretion and maintain strict confidentiality protocols
- Screen phone calls and emails for Mayor, prioritizing messages and responding on his behalf when necessary
- Organize and facilitate meetings, including preparing agendas, taking minutes, and distributing meeting materials
- Develope efficient filing systems to ensure easy retrieval of documents both in physical files and electronic databases
- Maintain a professional image of the Mayor's office through effective communication with internal staff members as well as external stakeholders such as clients, vendors, and the community
- Schedule managed appointments meetings conference calls maintaining calendars effectively
- Draft, proofread, and edit memos, letters, reports, presentations, and press releases
- Maintain the City website and Hudson Hub app as effective means of communication to residents
Records Services Manager
Columbia County Clerk's Office
Hudson
01.2015 - 09.2023
- Managing the County Records Center.
- Supervising 4 employees
- Training all staff on policies and procedures.
- Organizing and facilitating the storage and retrieval of County-wide, office specific, sensitive documents.
- Adhering to and teaching all departments how to follow NYS Records Retention Schedules.
- Ordering and tracking all supplies including boxes, Transfer Forms, and Reference Request Forms.
- Scanning County-wide documents into Filebound, our electronic content management system.
- Verifying and proofreading documents scanned in the system and ensuring they match the actual document.
- Data entry via indexing of all boxes entering storage.
- Making labels for all new boxes and files coming into storage.
- Organizing County-wide shredding days which allowed every office in the County the ability to shred documents.
- Writing press releases for the County Clerk regarding all shredding events.
- Delivering and retrieving files and boxes to all departments.
- Communicating clearly and professionally via email and telephone.
- Handling all incoming and outgoing correspondence.
- Running year-end reports and presenting the information clearly.
- Making copies, answering phone calls, and multi-tasking on a daily basis.
- Staying up to date on all NYS Archives guidelines by participating in workshops, webinars, and continuing education.
- Organizing, proofreading, and labeling voter registration cards, ballots, absentee ballots, and all documents associated with Election day.
- Testing voting machines.
- Printing and bagging ballots.
- Counting ballots on Election day and maintaining accuracy and security of everything pertaining to the election on a daily basis.
- Communicating clearly and efficiently between both parties in a bi-partisan office while being sure to remain professional and unbiased at all times.
Education
Associates in Science - Marketing and Advertising
Columbia Greene Community College
NYSkills
- Records management
- Administrative support
- Executive communication
- Meeting facilitation
- Time management
- Customer service
- Attention to detail
- Team supervision
- Scheduling appointments
- Professional phone etiquette
- Confidentiality maintenance
- Critical thinking
- Appointment coordination
- Document filing
Timeline
Mayoral Aide/ADA Coordinator
City Of Hudson
06.2024 - 12.2025
Records Services Manager
Columbia County Clerk's Office
01.2015 - 09.2023
Associates in Science - Marketing and Advertising
Columbia Greene Community College