Executive Assistant (Parks & Recreation)

City of Ventura•Ventura, CA

About The Position

The City of Ventura is hiring an Executive Assistant in the Parks and Recreation Department to provide complex administrative support to an executive-level position. The role calls for an experienced professional who can work in a fast-paced, dynamic department, manage critical tasks, and provide high-level support with professionalism. The position is designated as at will, serving at the pleasure of the assigned Department Head and subject to discharge without cause and without the right of appeal. It is also designated as confidential under the City's Employer-Employee Relations Resolution. The Parks & Recreation Department provides parks, recreation programs, and partnerships through its Parks, Recreation, and Community Partnerships divisions. Its mission is to offer quality programs, services, and outdoor spaces that foster community connection, health, and wellness, while prioritizing equity, community needs, and responsible management of City resources.

Requirements

Education, training, and experience equivalent to completion of high school.
Keyboarding abilities sufficient to perform the job.
Four years of increasingly responsible advanced clerical or secretarial/administrative support experience.
Depending on assignment, possession of a valid California Class C driver license may be required.

Responsibilities

Provide administrative support to department leadership, including calendar management, meeting coordination, travel arrangements, purchasing, and expense reporting.
Support recruitment activities, including interview scheduling, candidate communications, hiring processes for part-time staff, onboarding, and personnel actions in Workday.
Track employee performance evaluations, mandatory training, TB testing, and other HR-related requirements to ensure timely completion and compliance.
Prepare, format, proofread, and submit City Council and Commission staff reports, agendas, minutes, public notices, presentations, and supporting materials.
Serve as recording secretary, coordinate meeting logistics, and manage documents through SharePoint and OnBase.
Coordinate incident reports, workers' compensation and public claims, emergency preparedness records, and required training with appropriate City departments.
Process public records requests, maintain departmental records, coordinate records retention activities, and ensure compliance with established procedures.
Collaborate with department divisions and the Communications Specialist to support public information, social media content, community engagement, and special events.
Organize department-wide and division meetings, coordinate logistics and materials, maintain organizational records, and provide general administrative support across all divisions.
Provide front counter coverage, assist with recreation program registration, respond to customer inquiries, and participate in City-wide customer service initiatives.