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Executive Assistant To The City Manager

Company: City of Palo Alto, CA
Location: Palo Alto
Posted on: June 6, 2021

Job Description:

Description

City of Palo Alto is seeking an Executive Assistant to support the City Manager. If you desire to work in an exciting fast paced environment, have the ability to exercise judgment and implement practices to determine appropriate action, enjoy working independently while a key team member, possess strong organizational skills and are proactive and resourceful, this could be the perfect job for you!

The City of Palo Alto has a well-earned reputation as a premier organization serving a world-class community. As the Executive Assistant you will act as a seamless extension of the City Manager and will work closely with directors and administrative staff throughout the City. You will be responsible for managing and overseeing a wide variety of confidential, complex and responsible administrative duties. This role involves serving as ambassador for the City Manager's Office with the city council, public, and staff, managing appointments, organizing information for the City Manager's use, maintaining Council assignments, and coordinating staff requests.

As the ideal candidate you will have a strong attention to detail, solid organizational skills, and the ability to meet tight deadlines while juggling multiple critical requests across citywide departments. A high level of integrity and discretion in handling confidential information as well as professionalism in dealing with senior executives, council, and community members is critical. This role requires the ability to complete complex tasks quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action.

Essential Duties

Essential and other important responsibilities and duties may include, but are not limited to, the following:

  • In consultation with the City Manager, schedules meetings and ensures staff preparatory material is timely and organized in the manner appropriate for consideration by the City Manager, executive leadership team, and as applicable the City Council.
  • Greets and screens incoming calls, email, postal mail and visitors; evaluates the relative importance of each and independently resolves routine matters and refers others to the appropriate persons.
  • Finalizes correspondence, reports, presentations, memos and other material of an important and often confidential nature from notes, general direction, personal knowledge and research. Materials are often in multiple formats and may require some graphic or other manipulation of data.
  • Maintains and organizes files on current issues for use by the City Manager, as well as for production in response to public records requests.
  • Manages activities of the City Manager's Office, which includes planning and coordinating areas of administrative responsibility, supporting office teamwork, and monitoring the effectiveness of existing practices and systems.
  • Verifies and corrects grammatical composition of work by others. Determines most appropriate layouts, formats, arrangements and other details.
  • Participates in strategic planning activities; monitors compliance and adherence to applicable organizational goals and priorities.
  • Maintains certain department fiscal records. Prepares and processes purchases and invoices, requisitions, expense claims and regular purchasing card account reconciliation.
  • Assists in making arrangements for travel and special meetings, as well as special events for employees and the community.

To read the full description of the job classification click here. Minimum Qualifications

Sufficient education, training and/or work experience to demonstrate possession of the following knowledge and skills, which would typically be acquired through:

Education:Bachelor's Degree in Business or Public Administration, Business Management, or a related field

Experience: Three years of journey level experience related to the area of assignment; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

For questions on the application or selection process, please contact Irene Silipin at recruit@cityofpaloalt.org

Keywords: City of Palo Alto, CA, Palo Alto , Executive Assistant To The City Manager, Other , Palo Alto, California

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