Executive Assistant

City of Kirkland • Kirkland, WA

4d • Onsite

About The Position

The role of the Executive Assistant in the City Manager’s Office (CMO) is to provide confidential administrative support duties for the City Manager, City Council, Deputy City Managers, and the City Manager’s Office staff. The Executive Assistant to the City Manager is a single position classification and is the highest administrative assistant classification in the City. The primary responsibility is to manage the administrative work of the CMO and to provide confidential administrative support to the City Manager, Mayor, City Council, and Deputy City Managers. Responsibilities require tact, discretion, diplomacy, initiative and independent judgment, as well as knowledge of City activities, procedures, and policies. This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities require a broader understanding of City functions and the competence to perform duties that require the exercise of confidentiality, discretion, and independence with respect to matters of significance.

Requirements

• Associate’s degree in office administration or related discipline.
• 5 years of general office experience, including 2 years of administrative experience supporting an executive.
• Valid Washington State Driver’s license and ability to remain insurable under the City’s insurance to operate motor vehicles.
• Expert proficiency working with Windows-based software, particularly advanced level Microsoft Office Suite skills especially in Outlook, Word, and PowerPoint.
• Experience using a customer relationship management (CRM) system, customer service platform, or virtual help desk.
• Ability to setup and host Zoom meetings and webinars, including managing meeting and webinar registration.
• Strong verbal and written communication: Ability to communicate positively and effectively with a professionally and culturally diverse workforce as well as with executives, community-based organizational groups, and government agencies.
• Exceptional written and oral communication skills.
• Strong organizational skills: Detail-oriented, able to multi-task, adheres to tight deadlines.
• Ability to anticipate the needs of the City Manager, Council, and Deputy City Managers and complete important tasks without being asked.
• Self-motivated: The ability to take initiative, work independently and on teams, and be productive with minimal oversight.
• Experience providing senior level administrative support to executives with proven aptitude to manage numerous confidential documents and issues on behalf of an executive.
• Exemplary organizational and project-management skills with demonstrated ability to respond quickly to changing priorities.
• Ability to work flexible hours, weekends, and attend evening meetings as required.
• Must be able to lift up to 20 pounds.

Nice To Haves

• Any combination of relevant education and experience which would demonstrate the individual’s knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.
• Prior work experience in the Government, Public Sector, or large University settings.
• A true passion in the role of an Executive Assistant and enjoy this career on a deeper level.

Responsibilities

• Provides primary administrative support of a highly complex, responsible, and confidential nature to the City Manager, Mayor, City Council, and Deputy City Managers.
• Supports the Directors Executive Team by preparing agendas and meeting notes.
• Assists in drafting correspondence, preparing presentations, and other materials.
• Manages complex calendars and schedules appointments for the City Manager, Mayor, City Council, Deputy City Managers, and CMO staff.
• Ensures the timely preparation of necessary meeting arrangements (e.g., meeting room reservation, meal service, room setup, etc.), agendas, and materials; remains flexible with last-minute schedule changes and urgent meeting requests.
• Greets and escorts visitors to Council and CMO.
• Prepares and processes purchase requisitions and purchase orders utilizing City’s financial management system to order office supplies, furniture, printing, and other items.
• Assists with budget data entry and provides budget information as needed by staff.
• Handles various accounting related activities including employee reimbursement, petty cash requests, paying monthly bills, City credit card reconciliation, registering City Council and staff for training and processing payment.
• Prepares accurate semi-monthly payroll for the CMO.
• Tracks and prepares Personnel Action Forms (PAFs) for terminations, step increases, vacation increases, etc.
• Participates and supports personnel activities such as interviewing, selection, training programs, and performance evaluations; provides administrative oversight with volunteers, interns, and on-call staff.
• Provides timely information, referral, assistance, and follow-up in response to resident and staff requests, inquiries, and complaints.
• Notifies other department representatives as needed to resolve complaints or address inquiries.
• Support Communications Team in processing inquiries through the City’s customer relationship management system by routing those received via City Manager, Deputy City Manager, and CMOAdmin e-mails.
• Plans, budgets, and coordinates the use of outside facilities and vendors for special events, such as Town Halls; Community Forums; City Council, Director, and Manager retreats; and a variety of ad hoc events.
• Drives to off-site locations for event preparation and coordination.
• Conducts research, develops options or solutions, and makes recommendations on a variety of administrative problems and concerns; participates in management level decision-making by advising on policies, programs, and actions.
• Represents the CMO on internal committees and groups such as the Administrative Geniuses and the Customer Experience Team, including leading the Executive Administrative Team.
• Coordinates official appearances for the Mayor, City Council, and City Manager; ensures appropriate staff are available to support appearances.
• Makes travel arrangements for City Council, City Manager, and CMO staff.
• Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.
• Performs functions as assigned in the City’s emergency response plan in the event of an emergency.

Benefits

• Competitive Wages
• Awesome benefits
• Childcare Programs: agreements with two local childcare providers that offer discounted rates for our employees at 10 locations within 20 miles of Kirkland.
• Training and Career Development opportunities designed for career development and advancement based on your position, skills, and interests.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree