Executive Assistant to Parks & Recreation Director

City-of-Ventur; Ventura (CA); On-site; USD 73,000 - 89,000; Full time

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 covers calendar management, meeting planning, travel, purchasing, and expense reporting, plus HR-related tasks in Workday.

You will prepare staff reports, serve as recording secretary, and coordinate documents in SharePoint and OnBase, while assisting with recruitment, training, and department communications.

Qualifications

• High school education or equivalent with keyboarding ability and four years of advanced clerical/secretarial support experience.
• Experience supporting an executive-level position in a fast-paced environment.

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 in Workday, onboarding, and personnel actions.
• Prepare, format, proofread, and submit staff reports, agendas, minutes, notices, and presentations.
• Serve as recording secretary, manage documents via SharePoint and OnBase; coordinate meeting logistics.
• Coordinate incident reports, workers' compensation, public claims, and safety/training records across City departments.
• Process public records requests; maintain departmental records and retention; ensure compliance.
• Collaborate with Communications to support public information, social media content and events; organize meetings and provide cross-divisional support.
• Provide front counter coverage, assist with recreation program registration, and participate in city-wide customer service initiatives.

Skills

Administrative support

Calendar management

Meeting coordination

Travel arrangements

Purchasing

Expense reporting

Workday HR processes

Education

High school diploma

Secretarial/administrative support experience

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 covers calendar management, meeting planning, travel, purchasing, and expense reporting, plus HR-related tasks in Workday.

You will prepare staff reports, serve as recording secretary, and coordinate documents in SharePoint and OnBase, while assisting with recruitment, training, and department communications.