Council Office Specialist (Principal Council Executive Assistant To Vice Mayor Mai)

City of Irvine•Irvine, CA

About The Position

The Council Office Specialist serves as the operational backbone of the Office of the Vice Mayor, providing executive-level administrative support while fostering meaningful relationships throughout the Irvine community. This position combines executive coordination, constituent services, community outreach, event planning, and digital communications. The ideal candidate is highly organized, detail-oriented, and passionate about public service, with the ability to balance multiple priorities in a fast-paced environment while representing the Office of the Vice Mayor with professionalism, discretion, and integrity.

Requirements

High school diploma or equivalent.
Clerical experience, or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
Possession of a valid California driver's license may be required.

Nice To Haves

Minimum two (2) years of professional experience in executive support, community engagement, public administration, nonprofit organizations, communications, or customer service.
Experience planning and coordinating community events, public programs, or civic engagements from concept through execution.
Experience managing professional social media accounts, creating digital content, and promoting events across multiple platforms.
Experience supporting elected officials, executives, boards, or senior leadership.
Strong project management and organizational skills with the ability to manage multiple priorities and deadlines.
Excellent written and verbal communication skills with exceptional attention to detail.
Experience preparing executive correspondence, presentations, reports, agendas, and briefing materials.
Proficiency with Microsoft Office Suite, Google Workspace, Canva, and common office technologies.
Experience with constituent services, public relations, customer service, or community outreach.
Ability to work a flexible schedule, including evenings and weekends, to support community meetings and special events.
Bilingual proficiency (Spanish, Vietnamese, Mandarin, Korean, Farsi, or another language) is desirable.

Responsibilities

Manage executive calendars, scheduling priorities, meetings, travel, and public appearances.
Coordinate meetings with residents, businesses, nonprofit organizations, City departments, and regional partners.
Prepare executive correspondence, agendas, presentations, reports, briefing materials, and talking points.
Maintain confidential office records, constituent databases, event files, and administrative documentation.
Coordinate office communications, including email and phone correspondence.
Support office purchasing, reimbursements, and general administrative functions.
Coordinate with City departments to ensure timely follow-up on projects and constituent requests.
Build and maintain strong relationships with neighborhood associations, schools, businesses, nonprofit organizations, faith communities, youth organizations, senior groups, and community leaders.
Respond promptly and professionally to constituent inquiries while coordinating service requests through resolution.
Represent the Office of Vice Mayor Mai at community meetings and events when appropriate.
Monitor community priorities, identify emerging issues, and recommend opportunities for partnerships and outreach.
Deliver exceptional customer service while exercising sound judgment, discretion, and professionalism.
Plan and coordinate community events from concept through execution.
Manage invitations, RSVP tracking, vendor coordination, volunteer coordination, event logistics, setup, day-of operations, and post-event follow-up.
Prepare event briefings, schedules, and supporting materials.
Ensure every event reflects the professionalism and service standards of the Office of the Vice Mayor.
Manage office communications across email, phone, and social media platforms.
Create engaging digital content promoting City initiatives, community programs, and public events.
Coordinate social media calendars and assist with online community engagement.
Assist with newsletters, presentations, marketing materials, and community outreach campaigns.