Executive Assistant

City of Hayward•Hayward, CA

15h

About The Position

The Executive Assistant provides highly responsible, complex, and sensitive administrative and technical support to the City Manager, staff, Mayor, and City Council. The role coordinates administrative operations within the City Manager’s and Mayor’s offices and serves as a key liaison among executive leadership, City departments, elected officials, employees, and community members. It manages complex calendars and schedules, coordinates meetings and executive activities, prepares correspondence and official documents, and ensures timely follow-up on priorities and assignments. The position regularly handles confidential and sensitive information and requires sound judgment, discretion, diplomacy, and professionalism. The City Manager is the City’s chief executive. The City Manager’s Office also has operational responsibility for economic development, neighborhood partnerships, community services, constituent services, and communications and media relations. The ideal candidate is collaborative, service-oriented, highly organized, adaptable, and able to manage competing priorities. Excellent written and verbal communication skills and a commitment to responsible, respectful, and equitable public service are essential. Bilingual applicants are strongly encouraged to apply. The position performs a wide range of executive assistant and administrative duties supporting the daily operations of the City Manager’s and Mayor’s offices; represents the City when requested; responds to inquiries and complaints; manages executive calendars; assists with office administration and records; researches and prepares reports and correspondence; handles calls, visitors, mail, and citizen concerns; tracks assignments; arranges travel and events; and maintains office supplies, files, manuals, and resource materials. The role requires knowledge of modern office procedures, records management, professional communications, and office software and equipment, as well as the ability to work independently, prioritize and adapt, maintain confidentiality, and build effective working relationships. The typical qualification is five years of increasingly responsible administrative support or personal assistant experience for an executive, high-level manager, or elected official, including some supervisory or lead responsibilities. Education equivalent to high school completion supplemented by an associate degree and/or advanced office management, secretarial, and computer technology coursework is specified; a bachelor’s degree is desirable. The selection process may include application and questionnaire review, a virtual computer practical projected for the week of October 25, 2026, and department interviews. Candidates under final consideration should expect an employment background and reference check, which may include credential verification, medical evaluation, and, for some positions, credit and criminal-history checks.

Requirements

Five years of increasingly responsible administrative support or personal assistant experience for an executive, high-level manager, or elected official, including some supervisory or lead responsibilities.
Education equivalent to completion of the twelfth grade, supplemented by an associate degree and/or advanced office management or secretarial coursework and computer technology classes.
Knowledge of the organization, procedures, and operating details of the City Manager’s and Mayor’s offices; English usage, spelling, grammar, and punctuation; modern office procedures; office equipment and software; business letter and report writing; record keeping; and professional public communications.
Ability to interpret and apply administrative and departmental policies, procedures, laws, and regulations; work cooperatively with departments, City officials, and outside agencies; and perform responsible secretarial work using independent judgment and initiative.
Ability to analyze situations, choose effective courses of action, compile and maintain records, prepare routine reports and correspondence, and maintain confidential executive staff information.
Ability to work independently in the absence of supervision; schedule and coordinate projects; set priorities; and adapt to changing priorities.
Ability to operate modern office equipment and use word processing, spreadsheets, basic publishing, charting, and other software used by a modern public agency; learn and use City-specific software systems; and perform fundamental website and social media user-maintenance tasks.
Ability to research, analyze, and summarize data; establish and maintain effective working relationships with elected officials, City officials, management staff, employees, and the public; and communicate clearly and concisely orally and in writing.
Accurately use a keyboard and mouse at an effective word-processing speed of 50 words per minute.

Nice To Haves

A bachelor’s degree is desirable.
Bilingual applicants are strongly encouraged to apply.

Responsibilities

Perform executive assistant and administrative duties related to daily operations in the City Manager’s and Mayor’s offices.
Represent the City to the public, business community, and other agencies at the request of the City Manager, Assistant City Manager, or Mayor.
Interpret City policies, procedures, laws, and regulations in response to inquiries and complaints; refer inquiries as appropriate, follow up toward resolution, and respond to the person who made the inquiry when appropriate.
Manage the City Manager’s, Mayor’s, and Assistant City Manager’s calendars, using judgment to schedule and adjust appointments and ensuring logistics are arranged and confirmed.
Assist with administration of the City Manager’s and Mayor’s offices; recommend organizational or procedural changes affecting support activities; and ensure proper handling, storage, and filing of records and documents.
Review and summarize reports and documents and prepare background materials as needed.
Research and analyze routine administrative projects and prepare first-draft reports.
Screen calls, visitors, and mail; respond to sensitive requests for information and assistance; and resolve citizen concerns and complaints.
Follow up on assignments given to executive and management staff by the City Manager and provide status reports to the City Manager and Assistant City Manager.
Independently respond to routine letters and general correspondence.
Make travel arrangements and arrange meetings, conferences, and civic functions.
Order and maintain office supplies, stationery, business cards, and supplies for administrative office staff.
Initiate and maintain files and records related to the City Manager’s and Mayor’s offices, and maintain manuals and update resource materials.
Perform related work as necessary.

Benefits

Alternative work schedule and/or telecommuting, depending on employee group.
At least 80 hours of vacation.
15.5 paid holidays.
Employer contribution toward health, dental, and vision coverage.
CalPERS defined benefit retirement plan, with terms depending on membership group.
Life and disability insurance and paid leave.
Flexible spending accounts.
Tuition reimbursement.
Health and wellness reimbursement.
Professional development reimbursement.
457 deferred compensation plan (employee paid).