Executive Assistant

City of Ventura • Ventura, CA

13d

About The Position

The City of Ventura is seeking an experienced and motivated Executive Assistant to join our Community Development Department. This key position provides high-level administrative and confidential support to executive leadership, ensuring the efficient coordination of departmental operations and communications. We’re looking for a proactive, highly professional, and adaptable individual who thrives in a dynamic, fast-paced environment.

Requirements

• A combination of education, training, and experience equivalent to the completion of high school, keyboarding abilities sufficient to perform the job, and 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.

Nice To Haves

• High school diploma or equivalent, with additional training in office administration or related fields preferred.
• Strong keyboarding and computer skills, including proficiency with standard office software and database systems.
• Minimum of four years of progressively responsible clerical, secretarial, or administrative support experience.
• Excellent organizational, communication, and interpersonal skills, with the ability to manage multiple tasks and priorities effectively.

Responsibilities

• Coordinate overall office support functions and activities; may provide supervision to clerical staff.
• Prepare and proofread general and technical correspondence, memoranda, reports, and meeting notes; transcribe dictation as needed.
• Maintain accurate filing systems and databases; compile, analyze, and retrieve data for reports and special projects; assist with records management.
• Support routine payroll, personnel, purchasing, and budget tasks, including purchase orders, time sheet entry, and budget tracking.
• Coordinate with vendors on contracts, cost estimates, and invoice processing.
• Assist with preparation and tracking of contracts, agreements, and other documents, ensuring completeness, attachments, approvals, and deadlines are met.
• Screen calls, visitors, and mail; interpret City policies and refer inquiries appropriately.
• Maintain calendars, schedule appointments, arrange travel, and coordinate meetings and conferences.
• Assist with special projects and other duties 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: Executive
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees