Executive Assistant for the Office of the Mayor

City of Seattle; Seattle (WA); On-site; USD 83,000 - 92,000; Full time

Job summary

The City of Seattle is seeking an Executive Assistant to provide high-level administrative and operations support to the Chief of Staff, General Counsel, and Director of Public Safety within the Mayor’s Office. The role emphasizes managing complex calendars, coordinating meetings, and producing materials with discretion in a fast-paced political environment.

You will support daily operations, maintain calendars, prepare for meetings, and handle sensitive information for senior leaders and a wide

Qualifications

• Experience providing complex administrative support to an individual or team in a political or governmental setting.
• Strong interpersonal skills across diverse stakeholders, including executives, staff, constituents, and partners.
• Self-motivation, proactive problem-solving, and ability to work with minimal supervision.
• Excellent organizational skills with attention to confidentiality and sensitive information.

Responsibilities

• Handling the administrative functions for the 3 leaders.
• Maintaining complex calendars, including last-minute scheduling changes and prioritizing high-priority tasks.
• Coordinating and preparing for meetings: collecting documents, research, logistics, room bookings, refreshments, materials.
• Tracking time-sensitive requests, producing materials and presentations, and coordinating deliverables.
• Onboarding and offboarding of Mayor’s Office staff; setting up workspace and coordinating first-week agendas.
• Drafting agendas, taking minutes, and following up on action items for committees and workgroups.
• Confidential handling of personnel and attorney-client privileged communication.
• Assisting with special projects and operational needs.

Skills

Calendar management

Executive support

Communication skills

Discretion

Political environment

Tools

Microsoft Office

Job description

Mayor Katie Wilson’s election was powered by thousands of people from every corner of Seattle who came together around a shared vision that it's time for something new — something more hopeful, more just, and more equitable. A vision that we can tackle big challenges and carry out ambitious projects. That we can take on the affordability crisis, bring people inside, and make our city a great place to live, work, and raise a family.

As a coalition builder, she understands that we're in this together. No matter what neighborhood you live in, where you grew up, or how much money you make, you have a right to be here and to live a dignified life. She regularly reminds Seattleites every day that “This is your City.”

We are looking for a highly skilled administrative professional to act as an Executive Assistant. In this role, you will provide executive-level administrative & operations support to the Chief of Staff, General Counsel, and Director of Public Safety. You will provide advanced support to these three leaders on a variety of highly sensitive and complex administrative and operational functions. You will play a key role in ensuring the smooth functioning of the organization, providing steady support in fast-paced situations, anticipating needs, and proactively creating efficiencies. Some of your responsibilities will include handling scheduling, communication, planning, and key personnel duties.

Here’s more of what you’ll be doing:

• Handling the administrative functions for the 3 leaders.
• Maintaining complex calendars, including managing frequent last-minute scheduling changes and ensuring time is reserved for high-priority tasks and projects.
• Coordinating and preparing for meetings, including collecting documents, conducting background research, providing logistics, booking rooms, planning refreshments and printing materials.
• Tracking, coordinating, and triaging time-sensitive requests, working closely with staff as necessary to create materials, presentations, and other deliverables.

• Monitoring and tracking key action items and projects and ensuring follow-up.
• Assisting with onboarding and offboarding of Mayor’s Office staff, including setting up desk space, ordering business cards, creating agendas for new employees’ first week in the office, and other duties as needed.
• Ordering office supplies for staff.
• Frequently communicating with the Chief of Staff, General Counsel, the Director of Public Safety, the Mayor’s Executive Team & staff, and diverse internal and external partners.

• Drafting agendas, preparing materials, taking meeting minutes, and following up on action items for certain committees, workgroups, and key meetings.
• Confidentially handling personnel and attorney-client privileged communication.
• Assisting with special projects, as needed based on operational needs.

You will play a meaningful role in supporting the daily operations and ensuring seamless communication with diverse internal and external partners. You will possess the ability to be flexible, trustworthy, and adaptable in a fast-paced work environment. A dedication to listening, creating space for diverse perspectives, and the pursuit of inclusive and just outcomes will be at the center of your professional practice. The ability to apply your independent decision-making, critical thinking, and creativity will also contribute to your success.

You will feel prepared for this role if you have a combination of the below:

• Experience providing complex administrative support to an individual or team, or in a related field.
• Exceptional interpersonal skills, including the ability to communicate positively and effectively across a diverse workforce as well as with executives, elected officials, senior-level staff, and constituents.
• Self-motivation and a solution-oriented approach, and the ability to be productive with minimal oversight.
• Strong organizational skills, detail-oriented, and able to multitask while adhering to tight deadlines in a highly confidential and political environment.
• An ability to build and maintain strong relationships with team members and across departments.
• A proven ability to work daily towards racial equity, justice, and inclusion.
• Experience working with executives, elected officials, or in political environments.

Your effectiveness in this role will depend on your:

• Excellent written and verbal communication skills.
• Strong customer service skills.
• High level of professionalism.
• Accountability for your own work and the success of those you support.
• Ability to provide a calm, positive, solutions-oriented approach in a fast-paced environment doing critical work, including understanding when and how to re-prioritize deliverables.
• Ability to maintain confidentiality.
• Experience and proficiency with frequently used computer software and programs, such as Microsoft Office.

This position is classified as a Mayoral Staff Assistant 2 and is exempt from the Civil Service System. The full salary range for this position is $39.37 - $78.75 per hour. The salary range for this individual role has been identified as $60.00 - $67.00 hourly. This position is not eligible for overtime compensation.

The first round of interviews for this position are tentatively scheduled for the week of December 7, 2026. Second round interviews are tentatively scheduled for the week of December 14, 2026. The first round of interviews will take place virtually over Microsoft Teams. The second round of interviews will be in-person.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact [e-mail] to request accommodation.

This is an in-person position. Employees will be expected to be in-office five days a week. Individual schedules will be based on agreement between the employee and their supervisor.

Applicants must successfully pass a background check, which will be conducted in accordance with Seattle’s Fair Chance Employment Ordinance, SMC 14.17. Applicants will have the opportunity to explain or correct background information and provide verifiable information of good conduct and rehabilitation.

The City of Seattle offers a comprehensive benefits package, including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits. Please select an option under the “Most Employee Benefits” heading.

This position is open to all applicants that demonstrate alignment with the skills and experience described above. The City of Seattle values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, medical condition, or pregnancy. The City of Seattle encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experiences. If you have questions, please contact [e-mail].

Why work at the City?

At the City of Seattle, public service is more than a job; it’s a chance to shape the future and make a meaningful difference in the lives of everyone who works, lives, or plays in our city. With 12,000 employees across 40+ departments and 1,100 job titles, we are united by a common purpose: to create a Seattle that is vibrant and welcoming for all. Whatever you’ll help power a forward-looking city that leads by example — inclusive, innovative, equitable, and community-focused – while joining a diverse team committed to solving challenges and making a lasting impact together. Join us in building a Seattle where everyone thrives!

Please note: This job advertisement is not designed to cover or contain a comprehensive listing of all duties or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.