Executive Assistant

City of San Bernardino, CA; San Bernardino (CA); On-site; USD 65,000 - 95,000; Full time

Job summary

City of San Bernardino is seeking an experienced Executive Assistant to support the Office of the City Manager. The role requires coordinating complex schedules, preparing confidential reports, and handling sensitive records with tact and discretion.

The ideal candidate has strong organizational skills, excels in communication, and can manage multiple priorities in a fast-paced public-sector environment. A high school diploma or GED is required, with five years of related experience; an

Qualifications

• Five (5) years of increasingly responsible office administrative or secretarial experience or equivalent.
• An Associate of Science/Arts degree is preferred with coursework in Business, Accounting or related field.
• Valid California driver's license and ability to maintain insurability.

Responsibilities

• Provide confidential administrative and operational support to the Office of the City Manager.
• Coordinate complex schedules and meetings; prepare correspondence and reports.
• Maintain sensitive records and assist with citywide projects and initiatives.
• Respond to inquiries from City staff, elected officials, outside agencies and the public.
• Monitor invoices, manage records, and ensure deadlines are met.

Skills

Organizational skills

Discretion

Communication

Multitasking

Confidentiality

Professionalism

Independent work

Education

High school diploma or GED

Associate degree preferred (Business/related field)

Tools

Microsoft Office Suite

Microsoft Outlook

Job description

Are you an experienced administrative professional who thrives in a fast-paced environment and enjoys supporting organizational success?

The City of San Bernardino is seeking a highly organized, resourceful, and professional Executive Assistant to provide complex and confidential administrative support to the Office of the City Manager!

About the City:

As a future member of our team, you’ll be joining a city with deep roots, cultural diversity, and exciting momentum. Located in the heart of Southern California’s Inland Empire, San Bernardino is the county seat and largest city in San Bernardino County, home to more than 222,000 residents. Its rich history — shaped by Native American, Mexican, and Spanish influences — continues to inspire the city’s evolving identity.

San Bernardino offers access to major transit corridors, natural beauty, and a wide range of housing and lifestyle options. It’s a place where public service careers are supported by a strong sense of community and purpose — and where motivated professionals can grow, contribute, and be part of something meaningful.

About the Position:

The City of San Bernardino is seeking an experienced and highly organized Executive Assistant to join the Office of the City Manager. This position provides confidential administrative and operational support, coordinates complex schedules and meetings, prepares correspondence and reports, maintains sensitive records, and assists with citywide projects and initiatives. The successful candidate will exercise sound judgment, professionalism, and discretion while working collaboratively with City leadership, elected officials, departments, outside agencies, and the public.

The Ideal Candidate:

• Demonstrates excellent organization and attention to detail.
• Exercises sound judgment, discretion, and professionalism.
• Effectively manages multiple assignments and changing priorities.
• Communicates clearly and professionally with employees, elected officials, outside agencies, and the public.
• Maintains strict confidentiality when handling sensitive information.
• Is proficient in Microsoft Office and other administrative software.
• Works independently while contributing to a collaborative team environment.
• Has experience supporting executives, managers, or senior-level staff in a complex organization.

This position requires flexibility, professionalism, and the ability to anticipate administrative and operational needs while managing multiple priorities.

A Day in the Life:

As an Executive Assistant, you may begin your day reviewing your manager’s calendar, coordinating meetings, and prioritizing correspondence requiring immediate attention. Throughout the day, you may prepare reports, agenda items, or other confidential documents; respond to inquiries from City staff, elected officials, outside agencies, and members of the public; monitor and process invoices; maintain personnel and departmental records; and follow up on assignments to ensure deadlines are met.

Education, Training and Experience:

A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent; five (5) years of increasingly responsible office administrative or secretarial experience; or an equivalent combination of training and experience.

An Associate of Science/Arts degree from an accredited college or university is preferred, with coursework in Business, Accounting or a related field.

Accreditation shall be by a national or regional accreditation body that is recognized by the secretary of the United States Department of Education.

Licenses; Certificates; Special Requirements:

A valid California driver's license and the ability to maintain insurability under the City's vehicle insurance policy.

Type accurately at a speed necessary to meet the requirements of the position.

Desirable Qualification:

Experience providing executive administrative support in a government or public-sector agency is highly desirable.

Knowledge of:

• Office administrative and management practices and procedures, including principles and practices of file and document management.
• Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
• City organization, ordinances, rules, policies, procedures and operating practices related to areas of responsibility.
• Terminology, work processes, policies, procedures and local, state and federal requirements applicable to areas of assigned responsibility.
• Basic functions of public agencies, including the role of an elected Council and appointed committees and boards.
• Advanced uses of word processing, graphics, spreadsheet, database and other software to create documents and materials requiring the interpretation and manipulation of data.
• Basic principles and practices of public administration, including budgeting, purchasing and maintenance of public records.

Ability to:

• Organize, set priorities, take initiative and exercise sound independent judgment within areas of responsibility.
• Interpret, apply, explain and reach sound independent decisions in accordance with City and departmental regulations, policies and procedures.
• Organize, research and maintain a variety of office files and records.
• Operate a computer, word processing and spreadsheet software and other standard office equipment.
• Type accurately at a speed necessary to meet the requirements of the position.
• Compose routine correspondence, prepare documents and make arrangements from brief instructions.
• Communicate clearly and effectively, both orally and in writing.
• Understand and follow written and oral instructions.
• Prepare clear, accurate and concise records and reports.
• Maintain strict confidentiality of privileged information.
• Use a high degree of tact, diplomacy and discretion in dealing with sensitive and confidential situations and concerned internal and external parties.
• Establish and maintain highly effective working relationships with the City Manager, Mayor, City Council members, other elected and appointed officials, committee members, other department directors, managers, staff, residents, representatives of civic and community groups the public and others encountered in the course of work.

Recruitment Timeline

This recruitment will close on Sunday, October 4, 2026, at 11:59 pm, or until a sufficient number of applications have been received.

Applications Review: Week of October 5, 2026

Online Exam: Week of October 12, 2026, or agreed upon date by both HR recruiter & Dept (TENTATIVE)

Department Interview: Week of October 19, 2026, or agreed upon date by both HR recruiter & Dept (TENTATIVE)

**All dates are subject to change at the discretion of the personnel officer**

Following the initial screening, the most qualified candidates whose backgrounds best match the needs of the City will be invited to continue in the selection process. Meeting the minimum qualifications does not guarantee advancement. Candidates will remain under consideration until a final selection is made and an offer is accepted. The City of San Bernardino reserves the right to close the recruitment at any time and may determine that none of the applicants, including those who meet the minimum qualifications, are suitable for the position.

Pre-Employment Process

• Application Review
• Online/Oral Exam
• Background Investigation with the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI)
• Pre-employment Medical Exam, including drug test
• Employment/Professional Reference Check

E-Verify Participation

The City of San Bernardino participates in the E-Verify program. In compliance with federal law, all employers are required to verify the identity and employment eligibility of individuals hired to work in the United States.

Accordingly, the City will provide information from each new employee’s Form I-9 to the U.S. Department of Homeland Security and the Social Security Administration to confirm authorization to work in the United States.

For more information about E-Verify, please visit the U.S. Citizenship and Immigration Services website at www.uscis.gov

Disclaimers

The City of San Bernardino is an Equal Employment Opportunity Employer. The City follows a nepotism policy, which may impact hiring decisions if an applicant has relatives currently employed by the City.

In compliance with the Americans with Disabilities Act (ADA), the City provides reasonable accommodations for individuals with disabilities. Each request is evaluated on a case‑by‑case basis. To request an accommodation, please contact the Human Resources Department directly at [phone].

This bulletin is intended for informational purposes only and does not constitute a contract, expressed or implied. Its contents may be modified or withdrawn without prior notice.

For questions regarding this recruitment, contact Human Resources at 909-998-2060 or email Stephanie Rivera at [e-mail]

Additional information is available at www.sbcity.org.