Executive Assistant (Parks & Recreation)

City of Ventura; United States; On-site; USD 73,000 - 89,000; Full time

Benefits offered by this job

Competitive pay

Professional development support

Vacation & Holiday compensation

Deferred compensation

CalPERS retirement

Tuition reimbursement

Bilingual pay

Salary DOQ

Job summary

The City of Ventura is seeking an Executive Assistant in the Parks and Recreation Department to deliver high-level administrative support to an executive. The role requires managing calendars, coordinating meetings, arranging travel, and handling procurement and expense reporting with discretion and accuracy.

Responsibilities include supporting recruitment activities and onboarding, tracking HR requirements, preparing staff reports, and serving as recording secretary for meetings.

Qualifications

• Combination of education, training, and experience equivalent to high school and four years of increasingly responsible advanced clerical or secretarial/administrative support experience.
• License: California Class C driver license may be required depending on assignment.

Responsibilities

• Provide administrative support to department leadership, including calendar management, meeting coordination, travel arrangements, purchasing, and expense reporting.
• Support recruitment activities, interview scheduling, candidate communications, hiring processes for part-time staff, onboarding, and personnel actions in Workday.
• Track employee performance evaluations, mandatory training, TB testing, and other HR requirements for timely completion and compliance.
• Prepare, format, proofread, and submit City Council and Commission staff reports, agendas, minutes, public notices, presentations, and supporting materials.
• Serve as recording secretary, coordinate meeting logistics, and manage documents through SharePoint and OnBase.
• Coordinate incident reports, workers’ compensation and public claims, emergency preparedness records, and required training with City departments.
• Process public records requests, maintain departmental records, coordinate records retention activities, and ensure compliance with procedures.
• Collaborate with department divisions and the Communications Specialist to support public information, social media content, community engagement, and special events.
• Organize department-wide and division meetings, coordinate logistics and materials, maintain organizational records, and provide general administrative support across divisions.
• Provide front counter coverage, assist with recreation program registration, respond to customer inquiries, and participate in City-wide customer service initiatives.

Skills

Calendar management

Meeting coordination

Travel arrangements

Purchasing & expense reporting

Education

High school diploma

Tools

SharePoint

OnBase

Workday

Job description

Pay & Benefits

Whether you're starting your career journey or seeking new opportunities, we welcome all and offer:

• Competitive pay and benefits
• Strong support for professional development
• Vacation & Holiday Compensation
• Deferred Compensation
• CalPERS Retirement
• Tuition Reimbursement
• Bilingual Pay
• Pay (Salary DOQ): $73,015.49 - $88,733.01 Annually

About the Opportunity

The City of Ventura is hiring an Executive Assistant in the Parks and Recreation Department. We are seeking an experienced professional to provide complex administrative support to an executive-level position. The ideal candidate will excel in a fast-paced, dynamic department, manage critical tasks, and deliver high-level support with professionalism. This position is designated as "at will," serving at the pleasure of the assigned Department Head, and subject to discharge without cause and without the right of appeal. This position is also designated as "confidential" in the City's Employer-Employee Relations Resolution.

• Providing administrative support to department leadership, including calendar management, meeting coordination, travel arrangements, purchasing, and expense reporting.
• Supporting recruitment activities, interview scheduling, candidate communications, hiring processes for part-time staff, onboarding, and personnel actions in Workday.
• Tracking employee performance evaluations, mandatory training, TB testing, and other HR-related requirements to ensure timely completion and compliance.
• Preparing, formatting, proofreading, and submitting City Council and Commission staff reports, agendas, minutes, public notices, presentations, and supporting materials.
• Serving as recording secretary, coordinating meeting logistics, and managing documents through SharePoint and OnBase.
• Coordinating incident reports, workers’ compensation and public claims, emergency preparedness records, and required training with appropriate City departments.
• Processing public records requests, maintaining departmental records, coordinating records retention activities, and ensuring compliance with established procedures.
• Collaborating with department divisions and the Communications Specialist to support public information, social media content, community engagement, and special events.
• Organizing department-wide and division meetings, coordinating logistics and materials, maintaining organizational records, and providing general administrative support across all divisions.
• Providing front counter coverage, assisting with recreation program registration, responding to customer inquiries, and participating in City-wide customer service initiatives.

Minimum Qualifications – Required

• A combination of education, training, and experience equivalent to the completion of high school, keyboarding abilities sufficient to perform the job, and four years of increasingly responsible advanced clerical or secretarial/administrative support experience are required.
• License: Depending on assignment, possession of a valid California Class C driver license may be required.

About Parks & Recreation

The City of Ventura’s Parks & Recreation Department enhances community life by providing quality parks, recreation programs, and partnerships that connect people and places. The department includes three divisions: Parks, Recreation, and Community Partnerships.

Our Mission

We are dedicated to offering quality programs, services, and outdoor spaces that foster community connection, health, and wellness. We prioritize equity, community needs, and responsible management of city resources to ensure lasting benefit for today and future generations.

For more information about the Parks & Recreation Department, visit: https://www.cityofventura.ca.gov/219/Parks-Recreation

Additional Information

To learn more about the City’s hiring process, visit the City of Ventura Hiring Process page.

In compliance with the Americans with Disabilities Act (ADA), if you need an accommodation in a selection process, please notify the Human Resources Department in writing by the final filing date of the position you are interested in. The Human Resources address is: 501 Poli Street, Room 210, Ventura, CA 93001