Confidential Secretary to Chief Operating Officer

City of San Diego

About The Position

The Confidential Secretary to the Chief Operating Officer (COO) performs highly confidential and sensitive administrative duties in direct support of the COO’s Office, under the COO’s leadership and the general direction of the Mayor’s designated executive staff. The position interacts with officials throughout the organization, elected representatives, department leadership, external agencies, community stakeholders, and the public. The role provides executive and administrative support, manages complex schedules, coordinates meetings and travel, prepares and reviews executive materials, and acts as a liaison among the COO’s Office and internal and external stakeholders. It also supports special projects, monitors assignments and administrative operations, conducts research, assists with budget and purchasing activities, and maintains confidential records. The position requires discretion, independent judgment, strong communication and organizational skills, and flexibility to work after hours or during high-profile or emergency operations when needed. The Office of the Chief Operating Officer oversees daily operations and initiatives for the City of San Diego. The COO reports directly to the Mayor and manages and oversees day-to-day City operations, implementation of Citywide initiatives, and monitoring of City revenues and expenditures. Four Chief Officers, the Chief Financial Officer, the Police Chief, and the Fire Chief report directly to the COO.

Requirements

Any combination of education, training, and experience demonstrating the required knowledge, skills, and abilities may qualify.
5–7 years of progressively responsible administrative experience.
Proficiency with standard office productivity applications, electronic scheduling systems, document management tools, and other administrative technologies.
Ability to perform highly responsible confidential administrative work, communicate effectively, and exercise sound judgment.
Ability to handle sensitive and politically delicate information with discretion, tact, and diplomacy.
Exceptional organizational and time-management skills, including the ability to manage multiple priorities, coordinate complex assignments, and meet demanding deadlines.
Excellent written and verbal communication skills, including preparing, editing, and reviewing executive correspondence, reports, presentations, and briefing materials.
Excellent attention to detail and quality control.
Ability to anticipate needs proactively and take action without being tasked.
Strong analytical and problem-solving skills, including researching issues, evaluating information, anticipating needs, and recommending practical solutions.
Ability to exercise initiative and independent judgment while recognizing matters requiring executive direction or approval.
Ability to coordinate meetings, calendars, special projects, and communications involving multiple departments, stakeholders, and competing priorities.
Ability to establish and maintain effective working relationships with elected officials, executive leadership, City staff, external agencies, and the public.
Ability to maintain composure, professionalism, and sound judgment in a fast-paced environment with frequent interruptions and changing priorities.
Commitment to customer service, responsiveness, accountability, and continuous improvement.

Nice To Haves

Experience supporting senior executives or elected officials in a governmental or similarly complex organization is highly desirable.
Experience and eagerness to maximize technology resources and Artificial Intelligence to ensure productivity are highly desirable.
Demonstrated commitment to public service, professionalism, integrity, and the effective operation of municipal government.

Responsibilities

Provide confidential administrative and executive support to the COO, using discretion and independent judgment with sensitive matters, communications, and assignments.
Manage complex calendars, schedule appointments and meetings, coordinate travel, and prioritize requests to use the COO’s time effectively.
Coordinate meetings, briefings, special events, and other executive activities; prepare agendas and background materials, document follow-up items, and ensure assignments are completed on time.
Prepare, review, and edit correspondence, reports, memoranda, presentations, briefing documents, and other materials for accuracy, clarity, and appropriate tone.
Serve as a liaison among the COO’s Office, the Mayor, City departments, the City Council, other governmental agencies, community organizations, and external stakeholders.
Receive, evaluate, and route sensitive inquiries and requests, setting priorities and determining appropriate responses while maintaining confidentiality and professionalism.
Assist in coordinating and monitoring special projects, executive initiatives, and administrative assignments to meet deadlines, objectives, and priorities.
Research and compile information from City departments and other sources to support executive decisions, prepare briefings, and respond to inquiries.
Monitor administrative operations, track assignments, deadlines, and commitments, and identify opportunities to improve office procedures, workflow, and service delivery.
Support budget-related and administrative activities, including monitoring expenditures, coordinating purchasing and resource needs, and assisting with budget information and reports as assigned.
Maintain confidential records, files, and correspondence according to City policies, records-retention requirements, and confidentiality standards.
Use sound judgment to respond to urgent or sensitive matters, resolve administrative issues, and escalate matters requiring executive attention.
Establish and maintain effective working relationships with executive staff, City employees, elected officials, community representatives, and other stakeholders.
Work after hours or during high-profile and/or emergency operations when needed to support the COO.
Perform other duties as assigned.

Benefits

Defined retirement plan, including pension reciprocity, subject to employee eligibility.
Cafeteria-style health and wellness plans or an in-lieu cash waiver.
11 paid City holidays per calendar year and one floating holiday per fiscal year.
Approximately 176 hours of paid annual leave for an employee’s first 15 years of service, and approximately 216 hours for 16 or more years of service.
Up to 24 hours of paid discretionary leave per fiscal year.
Up to 320 hours of paid parental leave per childbirth or placement of a child.
Up to 40 hours of paid bereavement leave per fiscal year.
Tuition reimbursement up to $2,000 per fiscal year.
Complimentary LinkedIn Learning professional development opportunities.
Free transit pass for MTS Trolley, MTS Bus, Rapid, and Rapid Express bus services.
Discounted access to City golf courses.
Reduced-rate fitness center memberships.
City-paid life insurance.