Executive Assistant - Fire

City of Boise; Boise (ID); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Employer-paid medical

PERSI retirement

Paid holidays

Parental leave

Wellbeing incentive

Tuition reimbursement

Free local bus pass

Life and disability insurance

Job summary

The City of Boise's Boise Fire Department seeks an experienced Executive Assistant to support the Fire Chief, CAO and Assistant Chiefs. This role requires anticipation, initiative, and the ability to connect the dots to keep executives’ calendars, communications, meetings and budgets on track.

Ideal candidates are highly organized, discreet with sensitive information, proficient in Microsoft Office, and capable of working directly with senior leaders to advance department priorities and special

Qualifications

• Six years of experience providing advanced executive administrative support.
• High school diploma or equivalent.
• Knowledge of Microsoft Office Suite and calendar management software.
• Valid state-issued driver's license.
• Background checks and driving record checks required.

Responsibilities

• Manage calendars for the Fire Chief and senior leaders.
• Coordinate meetings, travel arrangements, and communications.
• Prepare correspondence, reports, and briefing materials.
• Coordinate projects and department budgets and priorities.
• Screen inquiries and serve as primary contact for stakeholders.

Skills

Attention to detail

Organization

Communication

Discretion

Education

High school diploma

Bachelor's degree in business administration

Tools

Microsoft Office Suite

Calendar management software

Job description

The Boise Fire Department is looking for an experienced Executive Assistant who understands what it takes to support a busy executive team. Supporting the Fire Chief, Chief Administrative Officer and Assistant Chiefs, this position requires someone who can anticipate needs, connect the dots and take action without waiting to be told what comes next. You’ll manage executive schedules and communications while helping coordinate projects, budgets, meetings and department priorities.

We’re looking for someone highly organized, confident with Microsoft Office, comfortable handling sensitive information and experienced working directly with senior leaders. This is an executive-level support role that requires sound judgment, initiative and the ability to stay several steps ahead.

To ensure internal equity and alignment with the approved budget for this position, offers are made within the posted hiring range. Although the hiring range is fixed, employees receive an exceptional benefits and total rewards package that enhances the overall value of employment with the City of Boise.

Required Knowledge, Experience, And Training

• High school diploma or equivalent
• Six years of experience providing advanced executive administrative support.

Knowledge of:

• Software and technology tools, including Microsoft Office Suite and calendar management software.

Licensing And Other Requirements

• Valid state-issued drivers license.

Special Requirements

• City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
• Driving Record Check
• Boise Police Department Criminal Justice Information System Background Check (BPD CJIS)

Why the City of Boise?

The benefits are real and among the best in the Treasure Valley:

• 100% Employer paid medical coverage for you and your family.
• PERSI retirement (11.96% Employer Contribution) plus employer-matched 401(k)/457b
• 10 hours vacation/month (grows with tenure), 12 paid holidays, and 8 hours sick leave/month
• 10 weeks paid parental leave
• $500 annual wellbeing incentive
• Tuition reimbursement and free local bus pass
• Basic life and long-term disability insurance at no cost

Disclaimer:

This job posting may close earlier than the listed closing date. If this occurs, a minimum of 24 hours' notice will be provided prior to closing. Applications received for this recruitment may be used to fill similar vacancies within the City of Boise as they occur.

Performs highly complex and specialized tasks requiring considerable judgment, independent analysis and decision making. Provides leadership, coaching, and/or mentoring to a subordinate group.

Provides comprehensive administrative support to executives, including managing calendars, scheduling meetings and coordinating travel arrangements.

Serves as the primary point of contact for internal and external stakeholders, screening and directing inquiries, emails and phone calls.

Prepares and edits correspondence, reports, presentations and other documents for executive review and approval.

Conducts research on various topics, compiles data and prepares briefing materials for meetings and presentations.

Coordinates and oversees special projects, initiatives and events as assigned by executives.

Maintains confidentiality and discretion when handling sensitive information and documents.

Prioritizes and manages multiple tasks simultaneously, ensuring deadlines are met and priorities are aligned with executive objectives.

Anticipates executive needs and proactively addresses issues to enhance productivity and efficiency.

Collaborates with other administrative professionals and executive assistants to streamline office processes and optimize workflow.

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

Additional Required Knowledge, Experience, And Training

Ability to:

• Display strong attention to detail and accuracy in all aspects of work
• Be adaptable and flexible responding to changing priorities and needs of executives
• Utilize strong organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines
• Exercise discretion and confidentiality in handling sensitive information and documents
• Use excellent communication skills verbally and in writing to all levels inside and outside of the department
• Communicate effectively in the English language at a level necessary for efficient job performance
• Perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation.

Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Knowledge, Experience, And Training

Bachelor's degree in business administration, office management, or related field.

Nine years of directly related experience.

Physical Efforts

While performing the duties of this job the employee is frequently lifting/carrying up to 10 pounds and occasionally lifting/carrying up to 50 pounds. Also, the employee is frequently pushing/pulling up to 10 pounds and occasionally pushing/pulling up to 20 pounds. The noise level is occasionally moderate. Work includes sensory ability to talk, hear and touch. Work in this position also includes close vision, distance vision, peripheral vision and depth perception. Employees will sit, stand, walk, stoop, kneel, crouch, crawl, reach and grasp. Position requires hand/finger dexterity.

Working Environment

The work environment will include inside conditions and outdoor weather conditions. Employees will also drive a vehicle as part of this position.