Executive Assistant (Parks & Recreation)

Ventura, City of (CA); Ventura (CA); Presencial; USD 73 000 - 89 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Competitive pay

Professional development

Vacation & Holidays

Deferred compensation

CalPERS retirement

Tuition reimbursement

Bilingual pay

Resumo da oferta

The City of Ventura is hiring an Executive Assistant in the Parks and Recreation Department to provide high-level administrative support to an executive. The role includes calendar management, travel planning, purchasing, and expense reporting, with additional HR tasks in Workday and records coordination.

Ideal candidates bring experience in fast-paced environments, proficiency with documentation tools, and a commitment to accuracy in reports and public records.

Qualificações

• High school graduate with strong keyboarding skills.
• Experience providing advanced clerical/administrative support.
• Ability to manage calendars, meetings, and travel.
• Familiarity with HR processes and records management.

Responsabilidades

• Provide administrative support to executive leadership, including calendar management, meeting coordination, travel, purchasing, and expense reporting.
• Support recruitment activities, interview scheduling, candidate communications, and onboarding in Workday.
• Track evaluations, mandatory training, TB testing, and other HR-related requirements.
• Prepare and submit staff reports, agendas, minutes, notices, and presentations; act as recording secretary and manage documents in SharePoint/OnBase.
• Coordinate incident reports, workers' compensation and public claims, and training records with relevant departments.
• Process public records requests, maintain departmental records, and ensure retention procedures.
• Collaborate on public information, social media content, community engagement, and events.
• Organize meetings across divisions and provide general administrative support.

Conhecimentos

Keyboarding

Calendar management

Administrative support

HR coordination basics

Formação académica

High school diploma or equivalent

Ferramentas

Workday

Descrição da oferta de emprego

Applications are accepted exclusively through the City of Ventura Career Site: www.cityofventura.ca.gov/jobs. Submissions through other websites or methods will not be accepted.

Applications and supplemental questions will be accepted until Monday, November 9, 2026, at 11:59 p.m.

Pay & Benefits

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

• Competitive pay and benefits
• Strong supportfor 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 anExecutive Assistantin 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.

Key responsibilities include:

• 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.

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.

Selection Process

• All applications and supplemental questionnaires submitted will be screened in relation to the criteria outlined in this job announcement. Candidates will be reviewed, and those candidates determined to meet the minimum qualifications on the basis of experience, training, and education, as submitted, will be invited to participate further in the examination process. Candidates will be notified about their status after the filing deadline.
• Examination Process (Online Assessment): The selection process may consist of one or more online assessment components: data entry, customer service interaction, proofreading, keyboarding, basic math, and more. Candidates are required to pass the online assessment exam to be placed on the eligibility list.

• Following the online examination, passing applicants will be placed on an established 12-month eligibility list. Candidates whose qualifications most closely match the requirements of the position may be invited to participate in a panel interview process.
• As a condition of employment, selected candidates will be required to complete a background check.

The Eligibility List

While the eligibility list for this classification may be used to fill other regular vacancies at the discretion of the City, this recruitment is specifically intended to fill the Executive Assistant position within the Parks & Recreation Department. Candidates selected from the eligibility list will be considered for assignment to this department based on departmental needs and the candidate’s qualifications and experience.

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.

Additional Information

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

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

The Schedule

The timeline dates are subject to change. Candidates will be notified as necessary.

• Monday, November 9, 2026, at 11:59 p.m. - Application Deadline. Applications and supplemental questionnaires must be submitted by this date to be considered for the position.
• Week of November 9, 2026 - Candidates meeting minimum qualifications will be invited to an online assessment exam.
• Week of November 16, 2026 - Candidates will be notified by email of their status by this date.
• Week of December 7, 2026 - Panel Interviews are tentatively scheduled for this date. Qualifying candidates will be notified by email if they are invited to the panel interview process.
• Department Selection Interviews will be scheduled promptly after the panel interviews have been completed. Qualifying candidates will be notified by phone or email if they are invited to the department interview process.
• December 2026 - Candidates will be notified of the outcome of the interview by this date.

Questions? Contact the Recruitment Team

[e-mail]

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, [phone], e-mail: [e-mail].

The City is an equal opportunity employer and strives to attract qualified applicants from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, gender expression, marital status, ancestry, physical disability, mental disability, medical condition, genetic information, military and veteran status, or any other status protected under federal, state and/or local law. We aim to create an environment that celebrates and embraces the diversity of our workforce. We welcome you to join our team!