Executive Assistant to City Manager & Mayor

City-of-Haywar; Hayward (CA); Sur place; USD 65 000 - 90 000; Plein temps

Avantages offerts par ce poste

Vacation - 80 hours minimum

CalPERS Defined Benefit RetirementPlan

Health, Dental and Vision coverage

Flexible Spending Accounts

Tuition Reimbursement

Life and Disability Insurance

457 Deferred Compensation Plan

Résumé du poste

The City of Hayward seeks an Executive Assistant to provide highly responsible administrative and technical support to the City Manager, Mayor, and City Council. The role manages calendars, coordinates meetings, prepares official documents, and handles confidential information with discretion and diplomacy.

Ideal candidates are organized, adaptable, and service-oriented, with strong written and verbal communication skills.

Qualifications

• Five years of increasingly responsible administrative support or personal assistant work for an executive, high level manager, or elected official, including some supervisory or lead responsibilities.
• Equivalent to completion of the twelfth grade supplemented by an Associate's Degree and/or advanced office management/secretarial course work and computer technology classes. A Bachelor's degree is desirable.

Responsabilités

• Performs a wide variety of executive assistant and administrative duties related to daily operations in the City Manager's and Mayor's offices.
• Represents the City to the public, business community, and other agencies at the request of the City Manager, the Assistant City Manager, or the Mayor.
• Interprets City policies, procedures, laws, and regulations in response to inquiries and complaints; refers inquiries as appropriate, follows up to resolution and responds to person making initial inquiry, if appropriate.
• Manages the City Manager's, Mayor's, and Assistant City Manager's calendars; uses judgment in scheduling and adjusting appointments; assures logistics are in place and confirmed.
• Participates and assists in the administration of the City Manager's and Mayor's offices; recommends organizational or procedural changes affecting support activities; assures the proper handling and storage/filing of records and documents.
• Reviews and summarizes miscellaneous reports and documents; prepares background documents as necessary.
• Researches and analyzes routine administrative projects for the City Manager's and Mayor's offices; prepares first-draft reports.
• Screens calls, visitors, and mail; responds to sensitive requests for information and assistance; resolves citizen concerns and complaints.
• Provides follow up on assignments given executive and management staff by the City Manager; provides status reports to the City Manager and Assistant City Manager.
• Independently responds to letters and general correspondence of a routine nature.
• Makes travel arrangements; arranges meetings, conferences and civic functions.
• Orders and maintains office supplies, stationary, business cards, and supplies for administrative office staff.
• Initiates and maintains a variety of files and records for information related to the City Manager's and Mayor's offices; maintains manuals and updates resource materials.
• Performs related work as necessary.

Connaissances

Calendar management

Liaison

Written communication

Verbal communication

Discretion

Supervisory experience

Formation

Associate's Degree

Advanced office management/secretarial coursework

Bachelor's degree desirable

Outils

Office software and equipment

Description du poste

The City of Hayward seeks an Executive Assistant to provide highly responsible administrative and technical support to the City Manager, Mayor, and City Council. The role manages calendars, coordinates meetings, prepares official documents, and handles confidential information with discretion and diplomacy.

Ideal candidates are organized, adaptable, and service-oriented, with strong written and verbal communication skills.