Executive Assistant - Chief of Staff for the Mayor

Actively supports and upholds the City’s stated mission and values. Under the direction of the City Clerk Section Director/Deputy City Clerk, employees of this class are expected to perform day-to-day activities associated with highly responsible and complex administrative duties of the City Manager’s Office.

• Supervisory:  This job does not supervisory responsibility (hires, directs, schedules, transfers, promotes, rewards, disciplines, and terminates) 
• Budgetary:  This job has partial responsibility for developing the budget and performance measures for the City Council.
• Strategic Planning:  This job does not have strategic planning responsibilities but carries out day-to-day activities to reach the stated goals and objectives.
• Policies/Procedures:  This job interprets policies and procedures and carries out day-to-day activities in accordance with established policies and procedures.
• Compliance:  This job carries out day-to-day activities in accordance with Federal, State, and Local laws, rules, and regulations as well as City policies and procedures.
• Council Communications:  This job has responsibility for direct communication with the City Council including drafting correspondence, researching issues, handling complex scheduling and travel arrangements, etc.
• Reporting:  This job does not have duties related to reporting to Federal/State/Local agencies.

• Provides excellent customer service to both internal and external customers.
• Provides high-level administrative support to the Mayor and City Manager Office, assisting with the efficient operation of both offices, including managing schedules, arranging meetings, handling correspondence, and prioritizing tasks.
• Acts as a liaison between the Mayor, City Manager Office, city departments, government officials, and the public.
• Coordinates and manages daily schedules, appointments, and meetings, ensuring time-sensitive matters are handled promptly and efficiently.
• May serve as the primary point of contact for internal and external communication, ensuring timely and professional responses to inquiries. Draft and proofread communications, including memos, emails, and reports.
• Interacts with all levels of government officials and dignitaries, including congressional and legislative delegation, tribal governments, high-ranking officials from other countries, the Governor’s office, and local, state, and federal agencies.
• Assists in organizing events, public appearances, and meetings for the Mayor and City Manager Office, including logistical arrangements, preparing materials, and liaising with attendees.
• May be asked to attend local, regional, state, and national meetings or special events to support the Mayor and/or City Manager Office.
• May attend meetings, take minutes, and prepare summaries or action items. Follow up on tasks assigned during meetings to ensure completion.
• Assists in preparing reports, presentations, and official documents for both the Mayor and City Manager Office, ensuring accuracy and attention to detail.
• Handles sensitive and confidential information with the highest level of professionalism and discretion.
• Supports special projects and initiatives as directed by the Mayor or City Manager Office, including research, data collection, and coordination.
• Assists with tracking office expenses and preparing budget-related documents as necessary.
• Maintains organized office systems, files, and records for both the Mayor and City Manager Office.
• Ensure smooth day-to-day operations.
• Work closely with the Executive Assistant to the City Council to ensure smooth coordination of schedules, meetings, and joint projects or initiatives.
• Accept and process notices of claims, ensuring they are properly documented, forwarded to the appropriate departments, and followed up on as necessary.
• Work closely with Public Affairs and City Clerk staff to provide support as needed, assist with division initiatives, and ensure effective communication and collaboration.
• Assists in preparing payroll, reconciling purchasing card transactions, performing accounts payable processes and reimbursements, and maintaining office supplies.
• Other duties as assigned.

• Bachelor’s Degree in Business Management, Public Administration, Political Science or a related field.
• Four (4) years of highly responsible executive administrative experience.
• Or any combination of education, experience, and training equivalent to the above Minimum Requirements.

DESIRED EXPERIENCE AND TRAINING

• Experience working in a political environment and with elected officials.
• Experience supporting multiple executives simultaneously.

OTHER REQUIREMENTS

• Ability to handle sensitive material in a confidential manner.
• Must possess, or obtain upon employment, a valid Arizona driver’s license.
• Regular in-person attendance is an essential function of this job to ensure continuity.
• Ability to transport materials and documents and spontaneously meet with elected officials throughout the city.

• Language Skills:  Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
• Mathematical Skills:  Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.
• Reasoning Ability:  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Accountability:  This job has partial responsibility for accountability including community, organizational, and financial aspects (for example: understands community politics as necessary part of organizational life; understands the culture of the organization; and is aware of the impact of financial processes and outcomes on the organization).
• Responsiveness:  This job has partial responsibility for addressing customer needs to include ensuring appropriate communication skills, composure, decision making, and mediation skills for self and subordinate employees (for example: honest, direct, and understandable communication; controls emotions when things get tough; actively seeks input to make decisions; and is proactive in confronting and resolving conflict).
• Quality:  This job has partial responsibility for ensuring high quality customer service for self and subordinate employees including customer focus, expectation management, and interpersonal skills (for example: responds promptly to customer needs; keeps customer informed of progress with timely feedback; uses diplomacy and tact).
• Professionalism:  This job carries out day-to-day activities in a manner that is honest, responsible, fair, highly trained, and cost conscious.
• Teamwork: This job carries out day-to-day activities in a manner that promotes teamwork in partnership with citizens, other agencies, and other employees.
• Problem Solving:  This job carries out day-to-day activities in a manner that is creative, open-minded, and professional.
• Leadership:  This job carries out day-to-day activities serving people with integrity and personal character.
• Possesses knowledge about a variety of City issues and able to state the Council's position on such issues; to include knowledge of and a close working relationship with staff handling intergovernmental affairs and communications.

• While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to handle or feel; and talk or hear. The employee is occasionally required to reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  
• Specific vision abilities required by this job include close vision, color vision, peripheral vision and ability to adjust focus.
• The noise level in the work environment is usually moderate.

Salary : $61,651 - $92,498