Confidential Secretary to Chief Operating Officer

The City of San Diego; San Diego (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Pension plan

Health plans

Paid holidays

Paid leave

Tuition assistance

Transit pass

Professional development

Job summary

The City of San Diego is seeking a Confidential Secretary to the Chief Operating Officer (COO) to provide high-level confidential and sensitive administrative support. You will interact with city officials, departments, the Mayor’s staff, and external agencies to coordinate communications and executive tasks.

Responsibilities include managing complex calendars, preparing briefing materials, coordinating meetings, and supporting budget-related activities while maintaining discretion and

Qualifications

• 5–7 years of progressively responsible administrative experience, preferably supporting senior executives or elected officials.
• Proficiency with standard office productivity apps, electronic scheduling, document management, and related admin tech.
• Ability to handle confidential and politically sensitive information with discretion, tact, diplomacy, and sound judgment.
• Excellent organizational and time-management skills with multiple priorities and deadlines.
• Strong written and verbal communication for executive correspondence and briefing materials.
• Attention to detail and quality control in all work aspects.
• Proactive, independent, and able to anticipate needs and act without tasking.
• Ability to work in fast-paced environments with interruptions and changing priorities.

Responsibilities

• Provide confidential administrative and executive support to the COO, exercising discretion in handling sensitive matters.
• Manage complex calendars, schedule appointments, coordinate travel, and prioritize requests.
• Coordinate meetings, briefings, events, and executive activities; prepare agendas and background materials.
• Prepare and edit correspondence, reports, presentations, and briefing documents for accuracy and tone.
• Serve as liaison between the COO’s Office, Mayor, City departments, and external stakeholders.
• Receive, evaluate, and route sensitive inquiries, determining priorities with confidentiality.
• Assist in coordinating and monitoring special projects and executive initiatives to meet deadlines.
• Research and compile information to support executive decision-making and briefings.
• Monitor administrative operations, deadlines, and opportunities to improve workflows.
• Support budget-related activities and purchasing as assigned.
• Maintain confidential records and ensure compliance with city policies.

Skills

Administrative support

Executive support

Calendar management

Communication

Discretion

Problem solving

Detail oriented

Education

High school diploma or equivalent

Tools

Office Suite

Scheduling tools

Document management tools

AI productivity tools

Job description

Under the leadership of the Chief Operating Officer (COO) and the general direction of the Mayor’s designated executive staff, the Confidential Secretary to the COO performs highly confidential and sensitive administrative duties in direct support of the COO’s Office. The position interacts with officials at all levels of the organization, elected representatives, department leadership, external agencies, community stakeholders, and members of the public.

Key Areas Of Responsibility

• Provides confidential administrative and executive support to the COO, exercising discretion and independent judgment in handling sensitive matters, communications, and assignments.
• Manages complex calendars, schedules appointments and meetings, coordinates travel arrangements, and prioritizes requests to ensure the effective use of the COO’s time.
• Coordinates meetings, briefings, special events, and other executive activities, including preparing agendas, assembling background materials, documenting follow‑up items, and ensuring timely completion of assignments.
• Prepares, reviews, and edits correspondence, reports, memoranda, presentations, briefing documents, and other materials for accuracy, clarity, and appropriate tone.
• Serves as a liaison between the COO’s Office, the Mayor, City departments, the City Council, other governmental agencies, community organizations, and external stakeholders to facilitate communication, coordinate requests, and ensure appropriate follow‑up.
• Receives, evaluates, and routes sensitive inquiries and requests, determining appropriate priorities and responses while maintaining confidentiality and professionalism.
• Assists in coordinating and monitoring special projects, executive initiatives, and administrative assignments to ensure established deadlines, objectives, and priorities are met.
• Research and compiles information from City departments and other sources to support executive decision‑making, prepare briefings, and respond to inquiries.
• Assists with monitoring administrative operations, tracking assignments, deadlines, and commitments, and identifying opportunities to improve office procedures, workflow, and service delivery.
• Supports budget‑related and administrative activities, including monitoring expenditures, coordinating purchasing and resource needs, and assisting with the preparation and review of budget information and reports, as assigned.
• Maintains confidential records, files, and correspondence in accordance with applicable City policies, records‑retention requirements, and confidentiality standards.
• Exercises sound judgment in responding to urgent or sensitive matters, resolving administrative issues, and escalating matters requiring executive attention.
• Establishes and maintains effective working relationships with executive staff, City employees, elected officials, community representatives, and other stakeholders.
• Flexibility to work after hours or during high profile and/or emergency operations to support the COO when needed.
• Performs other duties as assigned.

Required Knowledge, Skills and Abilities

Any combination of education, training, and experience that demonstrates the required knowledge, skills, and abilities may be qualifying.

• 5 –7 years of progressively responsible administrative experience (experience supporting senior executives or elected officials in a governmental or similarly complex organization is highly desirable).
• Proficiency with standard office productivity applications, electronic scheduling systems, document management tools, and other administrative technologies (experience and eagerness to maximize technology resources and Artificial Intelligence to ensure productivity is highly desirable).
• Proven ability to perform highly responsible confidential administrative work, communicate effectively, and exercise sound judgment. Handle sensitive and politically delicate information with discretion, tact, diplomacy, and sound judgment.
• Exceptional organizational and time‑management skills, with the ability to manage multiple priorities, coordinate complex assignments, and meet demanding deadlines.
• Excellent written and verbal communication skills, including the ability to prepare, edit, and review executive correspondence, reports, presentations, and briefing materials.
• Excellent attention to detail and quality control in all aspects of work.
• Proactively anticipates needs and takes action without being tasked.
• Strong analytical and problem‑solving skills, including the ability to research issues, evaluate information, anticipate needs, and recommend practical solutions.
• Ability to exercise initiative and independent judgment while recognizing matters requiring executive direction or approval.
• Experience coordinating meetings, calendars, special projects, and communications involving multiple departments, stakeholders, and competing priorities.
• Ability to establish and maintain effective working relationships with elected officials, executive leadership, City staff, external agencies, and members of the public.
• Demonstrated ability to maintain composure, professionalism, and sound judgment in a fast‑paced environment with frequent interruptions and changing priorities.
• A commitment to customer service (a “people first” approach), responsiveness, accountability, and continuous improvement.

The ideal candidate will have a demonstrated commitment to public service, professionalism, integrity, and the effective operation of municipal government.

The Office

The Office of the Chief Operating Officer (COO) oversees daily operations and initiatives for the City of San Diego. The COO reports directly to the Mayor and is responsible for the management and oversight of the City’s day‑to‑day operations, implementation of Citywide initiatives and the monitoring of the City’s revenues and expenditures. Reporting directly to the COO are four Chief Officers, the Chief Financial Officer, the Police Chief and the Fire Chief.

The City offers a robust benefits package that includes:

• Defined retirement plan, including pension reciprocity, dependent on an employee’s eligibility status (new hire, rehire, etc.).
• A wide variety of cafeteria‑style health and wellness plans or in‑lieu cash waiver.
• 11 paid City holidays per calendar year and 1 floating holiday per fiscal year.
• Approximately 176 hours of paid annual leave for an employee’s first 15 years of service, and approximately 216 hours for 16+ years of service.
• Up to 24 hours of paid discretionary leave per fiscal year.
• Up to 320 hours of paid Parental Leave per childbirth or placement of a child.
• Up to 40 hours of paid Bereavement Leave per fiscal year.
• Tuition reimbursement up to $2,000 per fiscal year, and complimentary LinkedIn Learning professional development opportunities.
• Free transit pass (including MTS Trolley, MTS Bus, and all Rapid and Rapid Express bus services).
• Access to premier City golf courses at a discounted rate.
• Reduced‑rate fitness center memberships.
• City‑paid life insurance.

For additional details, please review the Benefits Summary for Unclassified Employees (Download PDF reader) or contact the Benefits Division of the Risk Management Department at [phone].