Executive Assistant

Salt Lake City Corporation

11d•$60,941 - $95,578•Onsite

About The Position

This is an appointed, at-will position without tenure and exempt from the career service system. The Executive Assistant serves as the staff liaison and board administrator for the Parks, Natural Lands, Urban Forestry & Trails (PNUT) Advisory Board. The PNUT Advisory Board advises the Public Lands Department, Mayor, and City Council on matters related to Salt Lake City's parks, natural lands, urban forest, and trail system. The Executive Assistant supports the board's mission by facilitating its operations, promoting effective communication, and coordinating community engagement efforts that inform policies, plans, and stewardship of the City's public lands.

Requirements

Graduation from high school or the equivalent and two years paid progressively more responsible office experience including any combination of office management, public or community relations, and/or executive secretary duties.
Ability to maintain an effective working relationship with individuals of diverse backgrounds, including public officials, community leaders, employees, department heads, division managers, other governmental agencies and the general public.
Ability to communicate effectively orally and in writing.
Strong knowledge of modern office administration, business English, grammar, correspondence formats and composition.
Ability to operate a personal computer, including standard office software (e.g. Microsoft Word, Excel, etc.), and office equipment.
Ability to maintain legal and confidential information in accordance with established policy and procedures.
Possession of a valid state driver’s license or Utah driving privilege card may be required.

Nice To Haves

Up to two years of post-secondary academic training may be substituted for required experience on a year-for-year basis.

Responsibilities

Serves as the staff liaison and board administrator for the Parks, Natural Lands, Urban Forestry & Trails (PNUT) Advisory Board.
Coordinates board meetings, prepares agendas and meeting materials, manages member communications and appointments, maintains official records, and ensures compliance with applicable public meeting laws and requirements.
Reviews and summarizes all correspondence, reports, legal and legislative dealings requiring executive action.
Processes or obtains supplemental information necessary for the executive to act or refer to the division-level managers.
Prepares all correspondence and file documents related to budgetary, administrative, legal, and legislative actions for access and historical tracking.
Prepares council agenda cover sheets, summary reports and appropriate attachments for distribution and timely council action.
Prepares or assists in the preparation of various reports.
Researches topics or issues and gathers specialized information.
Composes correspondence, memos, reports, forms and other materials from rough draft, final working draft, notes, dictation notes or digital recording.
Creates meeting agendas, takes and prepares minutes and other meeting materials.
Responds in writing on behalf of the executive where appropriate.
Makes travel arrangements, sets meetings and schedules conference rooms and attendees.
Maintains the executive’s master calendar and prepares daily schedule of events.
Maintains filing system of daily informational materials, including sensitive or confidential information, for meetings, department actions, revolving issues/items that require follow up or rescheduling.
Uses considerable public relations skills in handling calls, resolving issues, and supplying information about city government, or routing calls and individuals to proper city personnel for assistance.
May perform staff support activities for mayor’s cabinet meetings, establishing meeting dates, times and locations, receiving and distributing materials for review and action.
Ensures appropriate level of documentation and approval-action follow through.
Performs other duties as assigned.