Executive Assistant

City of Gig Harbor•Gig Harbor, WA

3d•Onsite

About The Position

The City of Gig Harbor is seeking a dynamic, detail-oriented Executive Assistant to provide high-level administrative and operational support to the Executive Office. This role is crucial for efficient functioning, managing executive workflows, coordinating priorities, and facilitating communication between city leadership, departments, external partners, and the community. The position involves complex clerical and administrative tasks, coordinating activities for the mayor and city administrator, and acting on behalf of the city clerk in their absence. It offers a fast-paced, high-visibility opportunity to drive organizational success through initiative, discretion, and problem-solving skills.

Requirements

Associate’s degree in business administration, public administration, communications, or a related field.
Three (3) or more years of professional, relevant experience performing para-professional administrative tasks and clerical work.
Experience supporting executive level offices, performing progressively responsible tasks including executive scheduling, written communication, and office administration.
Proficient in Microsoft Office Suite.
A valid Washington State driver’s license (or ability to obtain one within 30 days of hire).
Ability to maintain safe and responsible driving that meets the city’s motor vehicle record minimum driving requirements.
Ability to pass position relevant pre-employment screening.

Nice To Haves

Work experience in municipal administration preferred.

Responsibilities

Serve as executive assistant to the city administrator and mayor, including maintaining calendars, email inboxes, drafting correspondence, and managing filing systems.
Act as the primary contact for the city administrator and mayor, using sound judgment to route or respond to inquiries and tracking required actions.
Attend administrative meetings, take minutes, and ensure commitments, agreements, and actions are completed.
Plan and coordinate meetings, conferences, retreats, and special events for administration, including high-profile events.
Make travel arrangements for the mayor and city administrator.
Assist the city clerk with public record requests and other assigned duties, providing backup as needed.
Organize and staff meetings in the city clerk’s absence or as assigned.
Support advisory board meetings as assigned by the city clerk.
Manage special projects as assigned by the city clerk.
Track and prepare vouchers for the city administrator, mayor, city clerk, communications, and the Housing, Health, and Human Services Program Manager.
Compile information and materials for administration, department directors, and outside agencies, including preparing reports, summaries, correspondence, and memoranda.
Proofread reports and correspondence.
Represent the city at public events, sharing information on city initiatives.
Support and promote the city's strategic and operational goals.
Maintain strict confidentiality of sensitive information and exercise discretion in handling personnel matters, executive communications, and records.
Demonstrate initiative, sound judgment, and accountability in managing priorities and resolving issues independently.
May support in leading part-time, temporary, or intern personnel work activities within the department.
Maintain punctual and reliable attendance.