Executive Assistant

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DEFINITION

Under general direction, the Executive Assistant provides administrative and analytical assistance to the City Manager; may supervise support staff; and perform other duties as assigned.

DISTINGUISHING CHARACTERISTICS

The Executive Assistant classification is distinguished from other administrative positions because it performs highly complex, confidential, and analytical assignments with only general direction provided by the Deputy City Manager and other professional staff members in the City Manager’s Office.  The Executive Assistant plays a crucial role in ensuring the effective operations of the City Manager’s Office through strategic and exceptional support.  The Executive Assistant classification is designated “confidential” and “at-will”. 

SUPERVISION RECEIVED

General direction is provided by the Deputy City Manager.  Work assignments and direction may also be provided by the Assistant to the City Manager classification, as well as other professional staff members in the City Manager’s Office.

SUPERVISION EXERCISED

May supervise administrative, clerical and temporary employees, to include the assignment of daily work tasks, setting goals, providing training, and preparing performance evaluations.

Office Management and Administrative Support Functions

Direct and participate in the day-to-day operations of the City Manager’s office; provide routine and complex administrative support to the City Manager, elected officials, and professional staff; may supervise administrative and temporary employees; coordinate multiple projects within specified time frames; may research, develop, and explain policies, codes, ordinances and regulations; maintain accurate, up-to-date files and statistical data; perform a variety of reception and referral duties for the City Manager’s Office and elected officials; manage complex calendars while ensuring effective time management and productivity for the City Manager and Mayor; schedule meetings, including prioritizing and resolving meeting conflicts; follow-up on status of projects and referrals to departments; coordinate logistics for and manage facilitation of meetings, receptions, assigned community events, employee related programs, and dignitary visits; oversee City Hall tour programs; and compose a variety of correspondence and presentations.    

Technical Functions

Perform research and statistical analysis on issues and projects; interpret information and data to make recommendations on a course of action; author and develop policies, procedures, speeches, and sensitive correspondence; prepare detailed and complex reports; and may assist in the preparation of the department and city-wide general use budgets. 

Communication and Interaction with Co-workers and the Public

Serve as the primary liaison between the City Manager’s Office and internal and external stakeholders, including other city and elected officials, staff, agency partners, and community members; utilize a professional and courteous demeanor when interacting on the telephone and in person with internal and external customers, as well as members of boards and commissions, the Mayor, City Council, and other elected officials; respond to sensitive issues with discretion, tact, and sound judgment; receive, acknowledge, and document constituent complaints and concerns and work with appropriate City departments to resolve problems and ensure timely responses; represent the City Manager’s Office at public functions; and interact with customers in an enthusiastic, resourceful, and positive manner.   

Computer Applications

Use a computer to perform complex word processing, spreadsheet, database, E-mail, Internet, and other specialized functions; enter data and verify the accuracy of the input; prepare and format reports; and create computer graphics utilizing desktop publishing and presentation software for meetings.

Demonstrated Knowledge of:

Local government organizational structure and functioning; modern office practices and management; effective supervision; exemplary customer service: teamwork and developing consensus; creative and innovative techniques for performing assignments; proper English usage, spelling, grammar, and punctuation; business correspondence formatting; basic mathematical computations and accounting; time management; and computer operating systems and software applications.

Demonstrated Skills to:

Organize and effectively manage an office; be proactive; perform complex and confidential administrative support assignments; establish and maintain positive and cooperative relationships with co-workers, staff, department managers, elected and appointed officials, representatives from local government, and the private sector; handle sensitive information with discretion and maintain confidentiality; remain flexible and open to new ideas and procedures; research and compile statistical data; use creative problem solving techniques when completing assignments and resolving customer concerns; use sound judgment in decision making; communicate effectively, both orally and in writing; prioritize work assignments and meet deadlines; schedule, organize, and oversee City-sponsored functions; maintain-up-to-date files and records; work as a member of a team to accomplish goals; generate letters, memoranda, reports and presentations from draft copies or a general concept.

Ability to:

Effectively apply the required knowledge and skills in the daily performance of assigned duties; develop solutions, using tact and good judgment; remain flexible and adapt to changing conditions; read, comprehend, and interpret a variety of City policies, codes, ordinances, and regulations; demonstrate keyboard proficiency of at least 45 net wpm and relevant computer skills.  

Experience, Education and Training Guidelines:

Any combination of experience, education, and training that would provide the best qualified candidates.  A typical way to obtain the knowledge, skills, and abilities would be:

Experience:  Five years of increasingly responsible administrative and analytical assistance. At least one year providing complex assistance to executive level manager, administrator, or elected official(s).  Knowledge of public sector organizations and current issues is highly desirable. 

Education:  Equivalent to graduation from high school, supplemented by college-level courses in business or public administration, political science, English or a related field. A Bachelor’s degree may substitute for four years of experience or an Associate degree may substitute for two years of experience.  

Training:  Any recent training such as, academic courses and certification programs which are relevant to this job classification.

License:  May require the possession of a valid California driver's license and a satisfactory driving record as determined by the City.

Certification:  None

Other Requirements:  Willingness and ability to work scheduled and emergency overtime, attend meetings, conferences, seminars, and City-sponsored functions during work and non-work hours which may include evening, and occasional weekends and holidays which some of which may require traveling out of town.

Special Requirements:  Essential duties may require the mental and/or physical ability to work in a standard office environment which may include sitting for long periods of time; utilize a computer and a calculator; converse by telephone, in person, and to large groups and be clearly understood; and strength to lift and maneuver office and event supplies weighing up to 30 pounds.

The City of Livermore is an equal opportunity employer and supports workforce diversity.

Salary : $8,746 - $10,932