Senior Executive Assistant to Department Head

City of Calabasas; Calabasas (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

City of Calabasas is seeking a highly organized executive assistant to provide comprehensive secretarial support under general supervision for a department head. The role includes preparing letters and reports, maintaining calendar schedules, coordinating meetings and travel, and compiling agenda packets and minutes for several commissions and boards.

The position requires accurate data entry, record keeping, accounts payable oversight, contract tracking, and responding to public inquiries.

Qualifications

• High school diploma or equivalent with four years of clerical experience, including at least one year supporting a department head.
• Municipal and library operations experience preferred.

Responsibilities

• Prepare moderately complex letters and reports.
• Develop and maintain moderately complex spreadsheet programs.
• Perform keyboarding, data entry, and filing.
• Assist with verifying payments, respond to inquiries, provide routing or procedural information, field calls and direct work orders.
• Coordinate the agenda packet, reports, and minutes preparation for several Commissions and/or Boards.
• Maintain appointment schedules, arrange meetings and conferences, coordinate travel arrangements.
• Oversees library space meeting calendars.
• Prepare a variety of moderately complex documents in draft and final form using a personal computer and word processing software.
• Lead interdepartmental administrative workload as the lead executive assistant.
• Operate a variety of office equipment.
• Assist in moderately complex research data collection and report preparation.
• Monitor contract issues, including tracking of contract expiration dates and renewals and the drafting of contract modification language.
• Screen calls and provide a variety of assistance to the public and other agencies.
• Perform some moderately complex accounts payable.
• Attend periodic evening meetings and weekend events.
• Perform other related duties as required.

Skills

Calendar management

Customer service

Record keeping

Verbal and written communication

Education

High school diploma or equivalent

Tools

Word processing

Spreadsheet software

Calendar software

Job description

City of Calabasas is seeking a highly organized executive assistant to provide comprehensive secretarial support under general supervision for a department head. The role includes preparing letters and reports, maintaining calendar schedules, coordinating meetings and travel, and compiling agenda packets and minutes for several commissions and boards.

The position requires accurate data entry, record keeping, accounts payable oversight, contract tracking, and responding to public inquiries.