Executive Assistant

City of Boulder•Boulder, CO

2d•$33 - $48

About The Position

Under general supervision, provides executive-level administrative support to the Fire Chief and Deputy Fire Chief. Manages schedules, correspondence, records, and communications to ensure efficient operations of the executive office. Serves as a primary point of contact for internal and external stakeholders, handling confidential and sensitive matters with discretion. Supports departmental initiatives, leadership priorities, and citywide projects.

Requirements

Ability to manage multiple priorities, maintain confidentiality, and provide high-level administrative support.
Ability to communicate effectively with internal staff, city officials, and the public.
Ability to exercise judgment, discretion, and professionalism in handling sensitive matters.
Knowledge of office administration, scheduling, and records management.
Skill in Microsoft Office Suite, scheduling systems, and presentation tools.
Skill in written and verbal communication, editing, and formatting documents.
Valid Colorado Driver’s License and ability to maintain an acceptable motor vehicle record.
Have and maintain acceptable background information, including criminal conviction history.
Associate’s Degree in Business Administration, Public Administration, Communications, or related field; or equivalent of four (4) years related experience may substitute for the education requirement only.
Five (5) years of progressively responsible administrative support experience.

Nice To Haves

Bachelor’s Degree in Business Administration, Public Administration, Communications, or related field.
Seven (7) or more years of progressively responsible administrative or executive assistant experience.
Experience supporting executive-level staff in government or public safety.
Knowledge of municipal government operations and public safety organizations preferred.
Knowledge of project coordination, event planning, or public relations.

Responsibilities

Provides direct administrative support to the Fire Chief and Deputy Fire Chief including scheduling, correspondence, and meeting preparation.
Manages executive calendars, arranges travel, and coordinates logistics for meetings, conferences, and events.
Prepares correspondence, reports, presentations, and meeting materials.
Screens calls, visitors, and correspondence; responds to inquiries and refers issues to appropriate staff.
Coordinates communications between executive leadership, city officials, staff, and community stakeholders.
Maintains confidential files, personnel records, and sensitive information such as background information on new candidates that includes psychological evaluations, medical, and fitness screenings.
Prepares agendas, minutes, and documentation for leadership and management meetings.
Supports budget preparation, purchasing, and tracking of expenses for the executive office.
Assists with special projects, research, and presentations on behalf of executive leadership.
Coordinates recognition events, employee engagement activities, and community relations efforts.
Ensures compliance with city policies, records retention, and administrative procedures.
Provides support during emergency activations, including scheduling, communications, and documentation.
Performs related duties as required to meet the needs of the City and Fire Department.