Executive Assistant to City Administrators

American Fork City•American Fork, UT

5d•$24 - $36•Onsite

About The Position

American Fork City is seeking an Executive Assistant to provide precise, confidential administrative support to the Mayor, City Administrator, and executive staff, helping leadership operate efficiently and remain responsive to the community. The role supports executive operations through calendar and meeting coordination, preparation and routing of correspondence and materials, recordkeeping, travel and expense coordination, and service as a professional first point of contact. It also supports special projects and coordination with city departments and outside contacts. This is an onsite, part-time position of approximately 20–24 hours per week. The schedule is Monday through Thursday, 9:00 a.m. to 2:00 p.m., plus every other Tuesday evening. The workday involves reviewing priorities, updating schedules, confirming meeting details, triaging calls and emails, tracking follow-ups, preparing accurate materials, keeping records and website items current, coordinating with contacts, reconciling expenses, and preparing for upcoming meetings. Sensitive information must be handled carefully. American Fork City’s mission is to provide excellence in service to residents, visitors, and the business community to foster a high quality of life. The role offers a competitive salary and a supportive, collaborative team.

Requirements

High school diploma or equivalent, plus two years of specialized training in office practices or technology and five years of related responsible experience, or an equivalent combination.
Advanced proficiency with Microsoft Office and Outlook, spreadsheets, presentations, and database systems.
Strong judgment, discretion, and commitment to confidentiality.

Nice To Haves

Caselle experience preferred.

Responsibilities

Manage executive calendars, scheduling, and meeting logistics.
Draft, edit, and route correspondence, reports, and presentations.
Prepare meeting agendas and materials, and maintain accurate records.
Coordinate travel, special meetings, and expense processing.
Serve as a professional first point of contact and support special projects.
Review priorities, update schedules, and confirm meeting details.
Triage calls and emails, track follow-ups, and ensure leaders have complete, accurate materials for discussions.
Keep records and website items current.
Coordinate with departments and outside contacts.
Reconcile expenses and prepare for upcoming meetings.
Handle sensitive information with care.