Executive Assistant

City of Ventura • Ventura, CA

2d • $34 - $41 • Onsite

About The Position

The City of Ventura is seeking a customer service-oriented and detail-focused Executive Assistant to join our Human Resources Department. This position serves as a key point of contact for employees, applicants, retirees, and members of the public, providing front office support, responding to inquiries, coordinating communications, and assisting with a variety of administrative functions. We are looking for a professional, approachable, and highly organized individual who thrives in a fast-paced environment and is committed to providing exceptional customer service.

Requirements

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

Responsibilities

• Provides front office and customer service support for the department, including answering phones, greeting visitors, responding to inquiries, and directing questions to appropriate staff or resources.
• May exercise lead responsibility over clerical staff and daily office operations as assigned.
• Prepares, reviews, and processes a variety of correspondence, forms, and documents.
• Independently responds to routine inquiries and communications.
• May take meeting notes, transcribe recordings, and proofread materials for accuracy and clarity.
• Maintains and organizes electronic and physical records, files, and databases.
• Compiles and retrieves data for reports, special projects, and operational needs.
• Assists with records management activities, including tracking, storage, and retrieval of documents.
• Supports administrative and fiscal functions such as processing time sheets, purchase orders, requisitions, and invoices, and monitoring budget or account activity as assigned.
• Assists with contract and vendor coordination by gathering information, tracking documentation, monitoring deadlines, and ensuring required approvals and supporting materials are complete.
• Provides administrative support for scheduling, including maintaining calendars, coordinating meetings, and assisting with travel or logistical arrangements.
• Screens and routes calls, visitors, and correspondence; interprets and applies departmental procedures and guidelines to respond to routine inquiries from employees, applicants, and the public.
• Supports special projects and department initiatives as assigned.

Benefits

• Competitive pay and benefits
• Strong support for professional development
• Vacation & Holiday Compensation
• Deferred Compensation
• CalPERS Retirement
• Tuition Reimbursement & Bilingual Pay Eligibility as a Public Service Loan Forgiveness (PSLF) employer

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED