Executive Assistant

City of Glendale, CA; Glendale (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

City of Glendale, CA is seeking a mid-management administrative professional to provide high-level support to executive staff and serve as office manager. The role emphasizes exceptional customer service, meeting coordination, travel arrangements, and front desk management.

Key duties include maintaining calendars, coordinating travel, supporting events, handling mail and communications, and preparing letters, memos, and reports for department leadership.

Qualifications

• Experience providing administrative support to executive staff and managing office operations.

Responsibilities

• Plan, schedule, and organize meetings.
• Make and organize travel accommodations.
• Manage front counter and reception areas; staff front counter.
• Maintain calendar of appointments and travel itineraries.
• Support special events with attendee information and coordination.
• Handle office mail, prepare materials for mailing.

Skills

Customer service

Meetings coordination

Travel arrangements

Front desk management

Calendar management

Event coordination

Mail handling

Written communication

Tools

MS Office

Job description

Under general supervision, this mid-management classification exercises independent judgement while providing highly skilled administrative support to executive level staff and serves as office manager.

OPEN & PROMOTIONAL EXAMINATION

ONE YEAR PROBATIONARY PERIOD

Essential functions of the job include, but are not limited to, the following:

• Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.
• Plans, schedules, and organizes meetings.
• Makes and organizes travel accommodations.
• Manages the front counter and reception areas; staffs the front counter.
• Ensures that departmental management is ready for meetings by maintaining a calendar of appointments, travel itineraries and coordinating related arrangements.
• Supports special events by managing attendee information and other coordination details.
• Ensures that office mail is opened, sorted, and distributed in a timely manner.
• Prepares materials for mailing.
• Compiles and copies information and distributes finished material by mail, e-mail, or by inter-office delivery.
• Interacts with the public in person, over the telephone or via email;
• Receives visitors and calls for information requests and directs to the appropriate person or department.
• Provides routine information, and records messages;
• Processes appropriate correspondence accordingly.
• Answers routine and complex inquiries for department management.
• Obtains information on behalf of department management and prioritizes incoming communications to ensure awareness of key matters.
• Researches and prepares information, prepares letters, memos, reports, proclamations, commendations, minutes, forms, lists or other written materials.
• Maintains automated or manual tracking systems and follow-up records to ensure timely and appropriate action.
• Maintains reference lists such as mailing lists, telephone numbers or records.