Executive Assistant (CMO)

City of Sacramento • Sacramento, CA

4d • Onsite

About The Position

Under the general direction of the City Manager, this position serves in a critical role supporting the daily operations and overall effectiveness of the City Manager’s Office. Located at City Hall and reporting directly to the City Manager, the incumbent will provide daily executive support to the City Manager, Assistant City Managers, and professional staff. Responsibilities include anticipating needs, managing competing priorities, proactively resolving calendar conflicts, rescheduling meetings as needed, managing phone calls, forwarding voicemails to appropriate City staff, and providing professional customer service in response to constituent inquiries and concerns. By ensuring the efficient flow of information and day-to-day operations, this position enables the City Manager and executive leadership team to remain focused on advancing organizational priorities and meeting the needs of the City. The City Manager's Office is seeking a collaborative, detail oriented, and hardworking individual with strong communication skills. The ideal candidate will have strong written and oral communication skills, political acumen, the ability to multitask, stay organized, and prioritize tasks. They will be resourceful, possess a great attention to detail, thrive in a high-paced dynamic team environment, are very organized and have a strong desire to continue to learn and grow.

Requirements

• English usage, spelling, grammar, and punctuation.
• Modern office methods, procedures, and equiptment.
• Computer and word processing, spreadsheet, and database software applications.
• Use of computers, computer applications, and software.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Communicate effectively, verbally and in writing.
• Work cooperatively with other departments and outside agencies.
• Interpret and apply City policies, laws, and rules.
• Type at a speed of 60 net words per minute (may be required).
• Take dictation at a speed of not less that 100 net words per minute (may be required).
• Work independently in the absence of supervision.
• Research and analyze issues and situations carefully and adopt effective courses of action.
• Compile and maintain complex and extensive records and prepare reports.
• Understand and carry out oral and written instructions.
• Maintain confidentiality of sensitive material.
• Three years of increasingly responsible clerical experience including one year of experience comparable to that of the journey level clerical class in the City of Sacramento or comparable related experience.

Nice To Haves

• Political acumen
• Ability to multitask
• Stay organized
• Prioritize tasks
• Resourceful
• Great attention to detail
• Thrive in a high-paced dynamic team environment
• Strong desire to continue to learn and grow

Responsibilities

• Maintains City Manager’s Office calendars; keeps personnel apprised of scheduled meetings and events; ensures that personnel have pertinent documents and information in preparation for meetings.
• Provides assistance to the City Manager and department personnel by researching and referring problems or concerns to appropriate City personnel for resolution; attends various committee meetings; makes necessary room arrangements; takes detailed notes; apprises the City Manager on the content of meetings; acts as liaison between the City Manager and various committees and organizations.
• Maintains complex and confidential record keeping systems; recommends organization or procedural changes affecting clerical activities.
• Researches, compiles, and analyzes data for special projects and various reports.
• Receives calls and visitors, and refers inquiries as appropriate; responds to complaints and requests for information regarding the intent of instructions, precedents, and regulations.
• Takes and transcribes dictation from rough draft or shorthand notes; composes routine correspondence not requiring the City Manager’s personal attention; receives, opens, reviews, and distributes incoming mail; receives and processes invoices and maintains accounts payable.
• Performs other or related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed