Executive Assistant, Parks & Recreation Department

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

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.