Executive Assistant

tucsonaz; United States; On-site; USD 30,000 - 45,000; Full time

Job summary

The City of Tucson is seeking an Executive Assistant in the General Services Department. The role provides administrative, clerical, and financial support to the Department Director and Deputy Directors while delivering excellent customer service to internal and external customers.

Responsibilities include calendar management, travel arrangements, correspondence, and budget-related tasks. The position requires strong organizational skills, attention to detail, and the ability to manage

Qualifications

• Six months post high school education
• Four years of directly related experience
• Equivalency: substitution allowed year-for-year

Responsibilities

• Manages executive leadership calendars and emails; schedules and tracks appointments; prepares agendas, memos, correspondences and reports.
• Serves as liaison between executive leadership, staff, other city departments, elected officials and constituents; coordinates travel and vehicle usage for the department's executives.
• Handles incoming calls and messages; greets visitors; responds to information requests from staff, other departments, officials and constituents.
• Addresses constituent complaints by researching issues, coordinating resolutions, documenting actions and communicating findings.
• Prepares purchase orders, invoices and financial documents; processes procurement transactions and tracks office supply expenditures using ERP systems.
• Performs other duties as assigned.

Education

Six months post high school

Four years of directly related experience

Equivalency: substitution allowed year-for-year

Job description

Posting Close Date

Applicants must submit their completed application by 09-13-2026 at 11:59 p.m. MST.

Position Specific Summary

The Executive Assistant position at the City of Tucson's General Services Department performs administrative, clerical, and financial support functions for the Department Director and Deputy Directors and provides excellent customer service to internal and external customers by identifying resources and providing solutions to common inquiries.

INTERVIEW INFORMATION

Panel board interviews will take place on Thursday September 24th, 2026. Hiring interviews may occur.

Duties and Responsibilities

• Maintains the executive leadership's calendars and emails by scheduling and tracking appointments and collaborating with other parties. Prioritizes time sensitive requests and confidential matters accordingly. Disseminates confidential documents, sorts and distributes mail, and prepares memos, correspondence, forms, reports, and files. Assists with preparing meeting agendas, presentations, and taking meeting notes and minutes.
• Serves as a liaison between department executive leadership, department staff, other City departments, elected officials, and constituents. Prepares travel arrangements including flights, accommodations, ground transportation, and seminar and training registrations for the department's executive team. Manages and maintains the department's vehicle records and coordinates vehicle availability for use.
• Handles incoming calls, directs inquiries and requests, takes messages, and forwards to the appropriate staff. Responds promptly to voicemails and greets visitors. Provides timely responses to information requests from department staff, other City departments, elected officials, and constituents.
• Addresses constituent complaints and concerns by compiling information, researching issues, facilitating resolutions with the appropriate department or agency, and communicating findings to the complainant. Records and documents actions and resolutions, and closes out complaints. Promotes departmental services and programs to constituents at community and special events.
• Prepares purchase orders, invoices, and other financial documents for review and approval by the department director. Purchases goods and services, verifies procurement card transactions, and reconciles and tracks office supply expenditures using Enterprise Resource Planning (ERP) systems.
• Performs all other duties and tasks as assigned.

Working Conditions

Work schedule may require incidental early morning, late evening, or weekends.Mostly works in an office environment but may require some occasional outdoor work with light exposure to physical or environmental conditions.

MINIMUM QUALIFICATIONS

• Education
• 6 months post high school Experience
• Four (4) years of relevant experience Equivalency
• Any combination of relevant education and experience may be substituted on a year-for-year basis.

MINIMUM REQUIRED QUALIFICATIONS:

• Education: Six (6) months post high school
• Work Experience: Four (4) years of directly related experience.
• Equivalency: Any combination of relevant education and experience may be substituted on a year for year basis.

POSITION DETAILS

Job Profile J0043 - Executive Assistant View full job profile including classification specifications and physical demands at https://www.tucsonaz.gov/Departments/Human-Resources/Tucson-Talent .

Compensation Grade G105 Hourly Range $21.96 - 32.94 USD The City of Tucson considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.

Fair Labor Standards Act (FLSA) Non-Exempt Position Type Regular Time Type Full time Department General Services Department Department Link https://www.tucsonaz.gov/Departments/Environmental-and-General-Services Background Check This position has been designated to require a criminal background check. The City of Tucson is a Second Cha