Executive Assistant - Police Department

Salt Lake City Corporation; United States; On-site; USD 61,000 - 105,000; Full time

Benefits offered by this job

Health insurance

Dental & vision insurance

Tuition reimbursement

Retirement contributions

Job summary

Salt Lake City Corporation seeks an Executive Assistant for the Police Department to provide advanced secretarial and administrative support to the department head and city executives. The role handles confidential information, coordinates calendars, travel, and correspondence with officials and staff.

Responsibilities include preparing reports, agendas, minutes, and ensuring proper disposition of actions. Requires discretion, strong communication, and knowledge of modern office practices.

Qualifications

• High school diploma or equivalent with two years of progressively responsible office work.
• Experience in office management, public relations, or executive support roles.
• Strong written and verbal communication skills.
• Ability to handle confidential information per policy and procedures.
• Proficiency with Microsoft Word and Excel.

Responsibilities

• Act in a confidential capacity, review and summarize correspondence, reports and legislative actions.
• Prepare correspondence and file documents for budgetary, administrative, legal, and legislative actions.
• Create and manage council agenda cover sheets, summaries and attachments.
• Draft reports and minutes; prepare meeting materials.
• Make travel arrangements and schedule meetings and venues.
• Maintain the executive’s calendar and daily schedule.

Skills

Office administration

Executive support

Calendar management

Communication skills

Education

High school diploma

Post-secondary training substitute

Tools

Microsoft Word

Microsoft Excel

Office equipment

Job description

Position Title: Executive Assistant - Police Department

Job Description: Under general administrative direction, incumbent performs advanced secretarial and administrative support for a department head, the Mayor, Chief of Staff or other executive in the Mayor’s office. Assignment of duties includes work of a confidential or complex nature, exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy. Coordinates executive’s calendar, schedules appointments and makes travel arrangements, as needed. Receives and reviews incoming correspondence; refers routine matters to appropriate parties for action and follow up to ensure proper disposition. Communicates with elected officials, executives, administrative and line management, as needed, to convey information. Maintains sensitive files and records. Exercises discretion and independent judgment while handling administrative tasks on the executive’s behalf. This is an appointed, at-will position without tenure and exempt from the career service system.

TYPICAL DUTIES

• Acting in a confidential capacity, reviews and summarizes all correspondence, reports, legal and legislative dealings requiring executive action
• Processes or obtains supplemental information necessary for the executive to act or refer to the division-level managers
• Prepares all correspondence and file documents related to budgetary, administrative, legal, and legislative actions for access and historical tracking
• Prepares council agenda cover sheets, summary reports and appropriate attachments for distribution and timely council action
• Prepares or assists in the preparation of various reports
• Researches topics or issues and gathers specialized information
• Composes correspondence, memos, reports, forms and other materials from rough draft, final working draft, notes, dictation notes or digital recording
• Creates meeting agendas, takes and prepares minutes and other meeting materials
• Where appropriate, responds in writing on behalf of the executive
• Make travel arrangements, sets meetings and schedules conference rooms and attendees
• Maintains the executive’s master calendar and prepares daily schedule of events
• Maintains filing system of daily informational materials, including sensitive or confidential information, for meetings, department actions, revolving issues/items that require follow up or rescheduling
• Uses considerable public relations skills in handling calls, resolving issues, and supplying information about city government, or routing calls and individuals to proper city personnel for assistance
• May perform staff support activities for mayor’s cabinet meetings, establishing meeting dates, times and locations, receiving and distributing materials for review and action
• Ensures appropriate level of documentation and approval-action follow through
• Performs other duties as assigned

RECOMMENDED QUALIFICATIONS

• Graduation from high school or the equivalent and two years paid progressively more responsible office experience including any combination of office management, public or community relations, and/or executive secretary duties.
• Up to two years of post‑secondary academic training may be substituted for required experience on a year-for-year basis.
• Ability to maintain an effective working relationship with individuals of diverse backgrounds, including public officials, community leaders, employees, department heads, division managers, other governmental agencies and the general public.
• Ability to communicate effectively orally and in writing.
• Strong knowledge of modern office administration, business English, grammar, correspondence formats and composition.
• Ability to operate a personal computer, including standard office software (e.g. Microsoft Word, Excel, etc.), and office equipment.
• Ability to maintain legal and confidential information in accordance with established policy and procedures.
• Possession of a valid state driver’s license or Utah driving privilege card may be required.

WORKING CONDITIONS

• Light physical effort.
• Pleasant working conditions with little or no exposure to hazards.
• May be exposed to discomfort associated with frequent use of computer keyboard and exposure to computer monitor displays.
• Intermittent exposure to stress as a result of human behavior and the demand of various job assignments.
• Attendance at some night meetings or irregular working hours may be required.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

POSITION SALARY RANGE $60,941 - $105,281

POSITION TYPE Full-Time

DEPARTMENT Police

Full Time/Part Time: Full time Scheduled Hours: 40

Salt Lake City is a place where your skills and dedication directly contribute to the community. With a team serving over 200,000 residents, we take pride in delivering meaningful work—from maintaining infrastructure to shaping public programs—with integrity and professionalism. We value experience, accountability, and results. Our organization recognizes talent and rewards contribution, offering employees opportunities to grow, lead, and make a lasting difference.

If you're driven by public service and want to help shape the future of our city, we’d love to work with you.

Salt Lake City offers a competitive and well-rounded benefits package designed to support your health, financial future, and professional growth.

• Health & Wellness Medical insurance
• Dental, vision, life insurance
• HSA (with $1,000–$2,000 City contribution)
• Wellness clinic for employees & families
• Robust Employee Assistance Program (EAP)
• Financial Perks
• Tuition reimbursement (up to $4,000/year)
• Retirement contributions (pension and/or 401(k))
• Discounted pet insurance, legal services, and more

To learn more, visit our Benefits & Wellness site.

• 12 vacation days to start
• 12 paid holidays + 1 personal holiday
• Up to 80 hours personal leave annually
• 6 - 12 weeks of paid parental leave
• Bonus leave credit for eligible rehires & public sector transfers

We know time away from work is essential for rest, personal needs, and family life. Salt Lake City offers generous paid leave to help you recharge and stay balanced.

To learn more, visit our Benefits & Wellness site.

The City is committed to the full inclusion of all qualified individuals. As part of this commitment, Salt Lake City will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at 801-535-7900.

Salt Lake City is proud to be a partner of the Utah Patriot Program, providing employment opportunities for Veterans, Military and spouses. We are also a proud National Service Partner.