Executive Assistant for the Office of the Mayor

City of Seattle•Seattle, WA

5d•Onsite

About The Position

The Executive Assistant provides executive-level administrative and operations support to the Chief of Staff, General Counsel, and Director of Public Safety in the Office of the Mayor. The position supports sensitive and complex administrative and operational functions, helping ensure the organization runs smoothly through steady support, anticipation of needs, and proactive improvements to efficiency. The role includes scheduling, communication, planning, personnel support, and assistance with special projects. This is an in-person position, with employees expected to work in the office five days per week. Individual schedules are based on agreement between the employee and supervisor. The role is classified as a Mayoral Staff Assistant 2 and is exempt from the Civil Service System. It is not eligible for overtime compensation.

Requirements

Experience providing complex administrative support to an individual or team, or experience in a related field.
Exceptional interpersonal skills and the ability to communicate positively and effectively with a diverse workforce, executives, elected officials, senior-level staff, and constituents.
Self-motivation, a solution-oriented approach, and the ability to work productively with minimal oversight.
Strong organizational skills, attention to detail, and the ability to multitask and meet tight deadlines in a highly confidential and political environment.
Ability to build and maintain strong relationships with team members and across departments.
Demonstrated commitment to working toward racial equity, justice, and inclusion.
Excellent written and verbal communication skills.
Strong customer service skills and a high level of professionalism.
Accountability for one’s own work and for supporting the success of others.
Ability to remain calm, positive, and solution-oriented in a fast-paced environment, including knowing when and how to reprioritize deliverables.
Ability to maintain confidentiality.
Experience and proficiency with frequently used computer software and programs, such as Microsoft Office.
Ability to successfully pass a background check.
Ability to work in person in the office five days a week.

Nice To Haves

Experience working with executives, elected officials, or in political environments.

Responsibilities

Handle administrative functions for the Chief of Staff, General Counsel, and Director of Public Safety.
Maintain complex calendars, manage frequent last-minute scheduling changes, and reserve time for high-priority tasks and projects.
Coordinate and prepare for meetings by collecting documents, conducting background research, arranging logistics, booking rooms, planning refreshments, and printing materials.
Track, coordinate, and triage time-sensitive requests; work with staff to prepare materials, presentations, and other deliverables.
Monitor and track key action items and projects and ensure follow-up.
Assist with onboarding and offboarding Mayor’s Office staff, including setting up desk space, ordering business cards, and preparing first-week agendas.
Order office supplies for staff.
Communicate frequently with the supported leaders, the Mayor’s Executive Team and staff, and diverse internal and external partners.
Draft agendas, prepare materials, take meeting minutes, and follow up on action items for certain committees, workgroups, and key meetings.
Handle personnel matters and attorney-client privileged communications confidentially.
Assist with special projects as operational needs require.