Executive Assistant To The City Manager
Company: City of Palo Alto, CA
Location: Palo Alto
Posted on: June 6, 2021
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
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 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
- 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
- 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
- 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 email@example.com
Keywords: City of Palo Alto, CA, Palo Alto , Executive Assistant To The City Manager, Other , Palo Alto, California
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