Executive Assistant (City Attorney's & City Manager's Office)

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

Benefits offered by this job

CALPERS retirement

Medical/dental insurance

Paid time off

Tuition reimbursement

Wellness activities

Job summary

The City of Pittsburg in California seeks an experienced Executive Assistant to provide high-level administrative and legal support to the City Attorney and City Manager Offices.

You will manage sensitive information, coordinate complex schedules, prepare official documents, and interact with officials, staff, and the public.

Qualifications

• Experience providing executive-level administrative support.
• Ability to manage sensitive information and confidential matters.
• Strong written and verbal communication skills across email, phone, and meetings.
• Proficiency with common office software and legal document handling is desirable.

Responsibilities

• Provide sophisticated administrative and confidential support to the City Attorney, City Manager, City Council, and assigned staff.
• Manage complex calendars, coordinate meetings, and anticipate scheduling conflicts and competing priorities.
• Screen calls, visitors, correspondence, and requests for information; determine referrals and follow-up.
• Prepare, proofread, format, and distribute correspondence, reports, presentations, forms, and other official documents.
• Manage incoming and outgoing mail, records, confidential correspondence and process invoices.
• Coordinate travel arrangements, conference registrations, meetings, civic functions, and special events.
• Maintain organized and accessible files, manuals, reference materials, and electronic records.

Skills

Discretion

Highly organized

Proactive

Diplomatic

Attention to detail

Adaptable

Independent

Service-oriented

Experience with executive leadership

Microsoft Office

Adobe

Canva

Tyler Munis

Achieve IT

Written and verbal communication

Tools

Microsoft Office

Adobe

Canva

Tyler Munis

Achieve IT

Job description

The City of Pittsburg, CA is seeking an experienced, highly organized, and exceptionally discreet Executive Assistant to provide high-level administrative, executive, and legal support to the City Attorney's and City Manager's Offices.

This position will provide administrative support to the City Attorney's Office and City Manager's Office. The Executive Assistant will manage sensitive information, coordinate complex schedules and communications, prepare and process important City documents, support legal and administrative matters, and interact regularly with elected officials, government representatives, employees, community organizations, and the public.

The ideal candidate brings sound judgment, diplomacy, initiative, and exceptional attention to detail. The candidate will be trusted to recognize priorities, anticipate needs, protect confidential information, and independently move work forward with limited day-to-day direction. Duties include assisting with office coordination, managing correspondence, maintaining detailed files, assisting in maintaining and preparing contracts, resolutions, ordinances, staff reports, and court pleadings; conducting legal research and working with a high degree of accuracy, tact, and initiative.

An experienced individual with attention to detail, exceptional customer service skills and strong office and computer skills is desired.

No two weeks will be exactly alike. Priorities can change quickly based on City Council business, legal deadlines, public inquiries, emerging issues, and requests from City leadership. Throughout the week, the incumbent can expect shifting priorities, urgent requests, and opportunities to exercise independent judgment. The ability to remain calm, organized, professional, and responsive is essential.

The position may require evening and weekend work and attendance at meetings before or after normal business hours, depending on City business and operational needs. The person appointed to this classification is an at-will employee.

We are looking for someone who is:

• Discreet: Trusted with highly confidential legal, personnel, labor, litigation, and executive information.
• Highly organized: Able to manage numerous deadlines, documents, calendars, and priorities simultaneously.
• Proactive: Anticipates needs and takes appropriate action without waiting for detailed instructions.
• Diplomatic: Comfortable interacting with elected officials, executives, attorneys, employees, and members of the public.
• Detail-oriented with proofreading: Produces accurate, polished, and professional work.
• Adaptable: Can shift priorities quickly while maintaining quality and professionalism.
• Independent: Exercises sound judgment and knows when to seek direction.
• Service-oriented: Approaches colleagues and members of the public with patience, respect, and professionalism.
• Experienced: Previous administrative/office experience that includes supporting executive leadership is desirable.
• Technical: Experienced in Microsoft Office, Adobe, Canva and comfortable working in other software such as Tyler Munis and Achieve IT is desirable.
• Superb written and verbal communication: Able to communicate clearly, concisely, and persuasively across email, phone, and social channels. Skills in marketing and outreach is desirable.

About the City Attorney Department

The City Attorney is appointed by City Council and is responsible for providing legal advice to City Council, city staff and city boards and commissions on a broad range of matters that affect the conduct of City business. The City Attorney reviews contracts, ordinances, resolutions, and related legal documents to implement adopted city policies and represents the City in certain litigation and non-litigation matters.

About the City Manager's Office

The City Manager’s Office for the City of Pittsburg provides executive leadership and professional administrative oversight for the City’s operations and delivery of municipal services. Under the direction of the City Manager and in collaboration with the City Council, the office implements Council policies and priorities, coordinates the activities of City departments, and supports effective and fiscally responsible management of City resources. The City Manager’s Office also serves as a key liaison between the City administration, residents, businesses, community organizations, and regional partners, advancing initiatives that promote the City’s continued growth, sustainability, and quality of life.

About Pittsburg

The City of Pittsburg is a culturally rich and diverse community of over 72,000 residents and expected to grow to 90,000 in the next 20 years. Pittsburg is located in Northern California in the Bay Area Region and is perfectly situated for easy access to the greater Bay Area, San Francisco, Napa Valley, Sacramento, and the foothills of the Sierra Nevada Mountains and Lake Tahoe. Pittsburg City Hall is also conveniently located a short walk from the Pittsburg Center Station for the Bay Area Rapid Transit System (BART), making a commute from cities throughout the Bay Area very easy. Pittsburg has waterfront homes, a performing arts theater, a variety of seasonal events, an extensive park system, a large public-school system, and a variety of shopping centers. It also offers extensive recreational facilities, including one of the California Delta's largest and most modern marinas. With its commitment to a quality community environment, Pittsburg is an ideal city in which to live, work and recreate.

The City of Pittsburg is a full-service city following the council-manager form of government. We have about 300 full-time employees and about 350 employees total (depending on the season). Pittsburg is currently organized into the following departments: City Management, Community Development (Building, Engineering, and Planning), Community Services (Housing Authority, Pittsburg Power Company, and the Successor Agency to the former Redevelopment Agency), Economic Development and Recreation, Human Resources, Finance, Police, and Public Works (Operations/Maintenance, Utilities, Facilities, Parks, and Water Treatment). Fire Protection services are provided by the Contra Costa County Consolidated Fire Department.

Benefits for regular employees include CALPERS retirement, medical/dental insurance, paid life insurance, retirement health saving account, deferred compensation plan with employer match, paid time off, incentive pay, tuition reimbursement, wellness activities, employee assistance program, and employee development courses.

Join Team Pittsburg to do meaningful work that will shape the community and make a positive difference.

Responsibilities may include, but are not limited to:

Executive & Administrative Support

• Provide sophisticated administrative and confidential support to the City Attorney, City Manager, City Council, and assigned staff.
• Manage complex calendars, coordinate meetings, and anticipate scheduling conflicts and competing priorities.
• Screen calls, visitors, correspondence, and requests for information; determine appropriate referrals and follow-up.
• Prepare, proofread, format, and distribute correspondence, reports, presentations, forms, and other official documents.
• Manage incoming and outgoing mail, records, confidential correspondence and process invoices.
• Coordinate travel arrangements, conference registrations, meetings, civic functions, and special events.
• Maintain organized and accessible files, manuals, reference materials, and electronic records in accordance with City policies and retention requirements.

Municipal & Legal Support

• Prepare, format, proofread, and process legal documents, agreements, contracts, resolutions, ordinances, staff reports, correspondence, and other official City documents.
• Provide administrative support for City Council meetings and related activities.
• Assist with the preparation and processing of contracts, agreements, resolutions, ordinances, and other documents requiring knowledge of legal terminology, formats, and procedures.
• Conduct research and compile information for legal, administrative, and policy-related matters.
• Assist in monitoring lawsuits, claims, potential liability matters, and related deadlines.
• Compile and organize supporting documentation in response to legal document requests.
• Assist with Public Records Act requests, subpoenas, discovery responses, insurance matters, and bond reviews.
• Organize and maintain legal reference materials and law library resources.
• Support special projects, policy implementation, administrative procedures, and cross-department initiatives.

Communication & Public Service

• Serve as a professional liaison between the City Attorney’s Office, City Manager’s Office, City Council, City departments, public agencies, community organizations, attorneys, businesses, and members of the public.
• Respond to inquiries and complaints with professionalism, tact, and sound judgment.
• Interpret and explain applicable City policies, procedures, and administrative requirements within established guidelines.
• Coordinate responses and facilitate resolution of issues when appropriate.
• Communicate information clearly and appropriately to elected officials, executives, employees, attorneys, and members of the public.
• Represent the City with professionalism, integrity, discretion, and a spirit of cooperation.

Team Leadership

• Help establish efficient administrative processes and facilitate communication between the City Manager’s Office, City Attorney’s Office, and other departments.
• Foster a workplace culture grounded in integrity, service, inclusion, collaboration, and accountability.
• May provide technical or functional supervision to assigned administrative support staff.
• May assign, train, coordinate, and review the work of support staff.

Education

Possession of the equivalent to an associate’s degree from an accredited college or university with major coursework in business or public administration or another field of study applicable to the responsibilities and requirements of this job class.

Experience

Three (3) years of progressively responsible experience performing technical and administrative support involving significant public contact, preferably in a municipal or similar setting, performing the typical tasks of this position.

Special Requirements

Possession at the time of hire and continued maintenance of a valid California Class C driver’s license is required. Possession of certification as Notary Public is desirable.

Knowledge of:

• Local government organizational structure, including the role and responsibilities of the City Manager, City Attorney, an elected City Council, and boards and commissions.
• Recordkeeping, and research methods; principles and practices of legal support functions; legal research techniques and legal concepts, terminology, forms, and documents.
• Modern office practices, methods, and computer equipment including relevant software programs.
• Oral and written communication skills; business English including vocabulary, spelling, and correct grammatical usage and punctuation.
• Safe work practices.
• Principles and practices of excellent customer service.

Ability to:

• Interpret and apply City policies, procedures and rules.
• Understand and carry out oral and written instructions and prioritize workload to meet deadlines.
• Compile data and write clear and comprehensive reports and correspondence.
• Plan, assign and review work of support staff.
• Compile and maintain complex and extensive records and prepare reports and conduct research.
• Read, write and comprehend the English language at a level necessary for effective job performance exercising correct English usage, vocabulary, spelling, grammar and punctuation.
• Set priorities and meet critical deadlines.
• Handle information of a sensitive and confidential nature; maintain confidentiality and exercise a great deal of discretion.
• Independent judgment; supervise, train, motivate and evaluate support staff.
• Analyze situations and identify an effective course of action to solve inquiries, problems and complaints.
• Represent the City Manager’s office by speaking at public engagements when necessary.
• Communicate effectively, tactfully and positively in both oral and written form.
• Operate and use modern office equipment and technology, including computers and applicable software.
• Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
• Utilize appropriate safety procedures and practices for assigned duties.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Contribute effectively to the accomplishments of City goals, objectives and activities.

Reasonable Accommodations:

The City of Pittsburg is an Equal Opportunity Employer (EOE) and provides equal employment opportunities without regard to race, color, ancestry, religion, creed, age, physical or mental disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by federal, state or local laws in its employment actions, decisions, policies and practices.

The City of Pittsburg Human Resources Department will make reasonable efforts in the selection process to accommodate disabled applicants. Individuals with disabilities who would like to request an accommodation in the process must inform the Human Resources Department by the final filing date.