Executive Assistant to City Council

The City Clerk’s Office is seeking a highly skilled, motivated individual to join our collaborative and dedicated team. Guided by our vision - connecting customers to resources through transparent, innovative and exceptional service – we strive daily to be honest and transparent in our actions, remain curious, seek and respect all voices and opinions, and present the best and most authentic version of ourselves in our service to the community, City Council, city leadership and staff. If this aligns with your values, we are looking for you! 

The Executive Assistant to City Council is a dynamic and multifaceted role that operates under the direction of the City Clerk, providing high-level, confidential executive support to the seven-member elected City Council. This position requires exceptional professionalism, discretion, and diplomacy in managing highly sensitive and complex matters. As one of two Executive Assistants serving the Council, this role is integral to ensuring the seamless execution of daily operations while fostering strategic engagement between the Council and its stakeholders.

The ideal candidate will possess strong communication, coordination, and interpersonal skills, with the ability to engage effectively with a broad range of stakeholders including internal staff, professional organizations, regional partners, elected officials, and external agencies. This role demands extensive experience in executive-level administrative support, delivering exceptional customer service to constituents, stakeholders, and staff. Additionally, the Executive Assistant is expected to contribute innovative ideas and initiatives that enhance Council engagement and operational efficiency.

This position requires attendance at regularly scheduled City Council meetings. 

• Cultivate and maintain strong working relationships with Councilmembers, fostering collaboration and effective communication.
• Oversee logistics and provide executive support for weekly City Council meetings, including welcoming guests, preparing speakers, addressing attendee inquiries and supporting the City Clerk.
• Serve as a strategic liaison between the City Council, city staff, and the community, ensuring seamless coordination and responsiveness.
• Maintain strict confidentiality and discretion in all communications.
• Manage interactions and communications on behalf of the Council, assessing inquiries, providing information, and directing requests to appropriate staff or external partners; high-level of discernment is essential to distinguish between operational and legislative matters.
• Prepare and draft official memoranda and correspondence on behalf of Councilmembers.
• Strategically coordinate meetings and briefings, ensuring Councilmembers have the necessary context and information for informed decision-making.
• Facilitate complex travel arrangements for Councilmembers, ensuring adherence to adopted policies and procedures.
• Coordinate logistics for events involving Councilmembers, including public engagements, media appearances, receptions, speaking engagements, visits from dignitaries, and collaborations with local and regional partners.
• Oversee the maintenance and organization of Council records, ensuring compliance with public records laws and coordinating responses to records requests.
• Manage and update internal and external communication platforms to enhance accessibility and transparency.
• Prepare and deliver presentations and training sessions on Council protocols to staff and stakeholders.
• Oversee technical onboarding and offboarding process for elected officials.
• Execute high-level special projects and assignments as needed, contributing to the strategic goals of the City Clerk’s Office.
• Drive process improvement initiatives within the City Clerk’s Office to enhance efficiency and service delivery and champion the mission and vision of the City Clerk’s Office.

Education, Experience, and Other Requirements

• Graduation from a college or university with a degree in business, public administration/policy, or another related field, preferred.
• Five or more years of experience in providing high level administrative support to elected officials or executive level staff
• Working for multiple elected officials or executive staff simultaneously, preferred
• Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

Knowledge, Skills, Abilities and Competencies

• Ability to communicate effectively, both verbally and in writing.
• Demonstrated ability to exercise sound judgment and maintain confidentiality.
• Demonstrated attention to detail, a strong work ethic and commitment to follow-through.
• Flexibility to adapt to changing priorities and work independently with minimal supervision.
• Ability to demonstrate professionalism in communication with Councilmembers, staff and the public.
• Ability to work independently on complex and confidential tasks, compose effective and accurate correspondence, and deal with non-routine and complex tasks.
• Ability to communicate sensitive topics in an effective and courteous manner.
• Ability to exercise sound judgment, initiative and problem solving.
• Ability to work as a team member, understanding the necessity of proactive communication. 
• Must be organized with the ability to prioritize multiple competing tasks and work well under pressure. 
• Knowledge of Business English and legal formats and terms.
• Knowledge of the operation of standard office equipment and software applications utilized by the City, including Microsoft 365, email, document management, complex calendar management, SharePoint, etc.
• Key Competencies 
  • Action Oriented: Taking on new opportunities and tough challenges with a sense of urgency, high energy and enthusiasm;
  • Decision Quality: Making good and timely decisions that keep the organization moving forward;
  • Nimble Learning: Actively learning through experimentation when tackling new problems, using both successes and failures as learning fodder;
  • Manages Complexity: Making sense of complex, high quantity, and sometimes contradictory information to effectively solve problems; 
  • Plans and Aligns: Planning and prioritizing work to meet commitments aligned with organizational goals.

Work Environment 

• In-person Monday through Friday at city hall; after probationary period there may be potential for some occasional hybrid work.
• Must attend regular and special meetings of the City Council, which typically occur in the evenings.
• Must be capable of working effectively in a lively office setting with frequent visitors and interaction with Councilmembers and city staff.

Salary : $90,045 - $124,304