Executive Assistant to City Administrators

American-Fork-City; American Fork (UT); On-site; USD 25,000 - 39,000; Part time

Job summary

American Fork City seeks an Executive Assistant to the Mayor, City Administrator, and executive staff. This role provides confidential administrative support to help leadership stay responsive to residents and business community.

The on-site schedule is about 20–24 hours per week, Monday-Thursday 9:00 AM–2:00 PM with every other Tuesday evening. Responsibilities include calendar management, drafting correspondence, meeting prep, travel coordination, and handling sensitive information with

Qualifications

• High school diploma with 5 years of related experience or equivalent.
• Advanced proficiency with Microsoft Office/Outlook, spreadsheets, presentations, and database systems.
• Strong discretion and confidentiality; Caselle experience preferred.

Responsibilities

• Manage executive calendars, scheduling, and meeting logistics.
• Draft, edit, and route correspondence, reports, and presentations.
• Prepare meeting agendas/materials and maintain accurate records.
• Coordinate travel, special meetings, and expense processing.
• Serve as a professional first point of contact and support special projects.

Skills

Microsoft Office

Outlook

Spreadsheets

Presentations

Database systems

Education

High school diploma

Office practices/technology training

Tools

Caselle

Job description

Our Mission

American Fork City's mission is to provide excellence in service to residents, visitors, and business community to foster a high quality of life.

Role Summary

As Executive Assistant to City Administrators, you provide precise, confidential administrative support to the Mayor, City Administrator, and executive staff so leadership can operate efficiently and stay responsive to the community.

Key responsibilities include:

• Manage executive calendars, scheduling, and meeting logistics
• Draft, edit, and route correspondence, reports, and presentations
• Prepare meeting agendas/materials and maintain accurate records
• Coordinate travel, special meetings, and expense processing
• Serve as a professional first point of contact and support special projects

Required qualifications/skills:

• High school diploma (or equivalent) plus two years of specialized training in office practices/technology, and five years of related responsible experience (or equivalent combination)
• Advanced proficiency with Microsoft Office/Outlook, spreadsheets, presentations, and database systems
• Strong judgment, discretion, and commitment to confidentiality; Caselle experience preferred

A Typical Day

Your onsite day (about 20-24 hours/week) is structured and fast-moving - Monday through Thursday, 9:00 a.m. to 2:00 p.m., plus every other Tuesday evening. You’ll start by reviewing priorities, updating schedules, and confirming meeting details. As requests shift, you’ll triage calls and emails, track follow-ups, and ensure leaders have complete, accurate materials before discussions begin. You’ll also keep records and website items current, coordinate with departments and outside contacts, and close out the day by reconciling expenses and preparing for upcoming meetings - always handling sensitive information with care.

Total Rewards

To support focused, high-trust work, this part-time role provides a competitive salary and a supportive, collaborative team.