Senior Executive Assistant - Closed Promotional

City of El Segundo•El Segundo, CA

10d•Onsite

About The Position

This is a closed promotional opportunity available only to existing City of El Segundo employees. One vacancy is currently available in the El Segundo Police Department, and the resulting eligibility list may be used to fill future vacancies. Under direction, the Senior Executive Assistant provides executive and confidential administrative support to the City Manager, City Council, Deputy City Manager, and/or a designated department head. The role requires sound judgment, discretion, professionalism, strong organization, anticipation of executive needs, and careful handling of sensitive information. The position serves as a first point of contact for executive management, responds to issues and concerns, and applies knowledge of department operations, City services, policies, and procedures. It monitors office support services, assists with budgets, prepares correspondence and reports, conducts research and special projects, and supports meetings, committees, public inquiries, and City activities. The role also provides functional direction and supervision to administrative staff, including training and performance evaluations. This is an advanced journey-level classification. Work is assigned with general guidelines, and the employee establishes objectives, timelines, and methods for completing work. Work is generally reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. The position receives direction from assigned management personnel and directly supervises administrative staff. Employees work in an office environment with moderate noise levels and controlled temperatures, without direct exposure to hazardous physical substances. The work is primarily sedentary, with occasional standing, walking, bending, stooping, kneeling, reaching, pushing, and pulling. Employees may interact with upset staff and members of the public. Employees are designated disaster service workers and may be asked to respond in the event of a disaster.

Requirements

High school graduation or GED.
Five years of increasingly responsible administrative and technical support experience, including two years supporting senior or executive management.
Valid and appropriate California driver's license and an acceptable driving record, because some field duties require operating a personal or City vehicle.
Ability to handle confidential and politically sensitive matters with judgment and professionalism.
Knowledge of City and departmental operations, public agencies, administrative procedures, research and reporting, business correspondence, recordkeeping, applicable laws and regulations, customer service, English composition and grammar, and relevant office technology.
Ability to prepare and process agendas, reports, records, forms, contracts, agreements, and other documents; research, analyze, and summarize information; and compose concise written materials.
Ability to organize work, set priorities, meet deadlines, follow up on assignments, use office systems and equipment, communicate clearly, and maintain effective working relationships.
Ability to work evenings and extended hours when required.
Ability to meet the stated physical demands, including using standard office equipment and lifting, carrying, pushing, or pulling materials up to 10 pounds.

Responsibilities

Provide complex, sensitive, and confidential executive and administrative support to the City Manager, City Council, Deputy City Manager, or designated department head.
Serve as a first point of contact and liaison with City staff, outside agencies, and the public; respond to or refer inquiries and coordinate follow-up on complaints and their resolution.
Monitor office support services, identify opportunities for improvement, recommend changes, and assist in developing standardized administrative procedures.
Assist with onboarding and training administrative staff; provide functional and technical direction and supervise administrative staff, including preparing performance evaluations.
Prepare City Council staff reports, presentations, correspondence, reports, forms, contracts, agreements, and other documents; proofread and verify materials for accuracy and completeness.
Serve as secretary to meetings and committees, commissions, or boards by preparing and distributing notices, agendas, packets, and staff reports; coordinating logistics; attending meetings; taking and transcribing minutes; and processing action items.
Coordinate calendars, meetings, appointments, conference arrangements, travel, and meeting logistics for executives and department staff.
Assist in preparing and administering the department budget, developing cost estimates and justifications, preparing budget worksheets, and monitoring expenditures.
Conduct research and assist with special projects and studies; collect, organize, analyze, and summarize information and prepare preliminary findings and recommendations.
Maintain databases, files, records, and department webpages; ensure accurate data and compliance with records retention schedules, including archiving, scanning, and destruction of files.
Perform clerical support, including mail handling, copying, collating, and ordering and maintaining office supply inventory; update and maintain websites and social media as needed.
Plan, organize, and coordinate department-specific or citywide ceremonies, events, and meetings, and represent the department at community events.
Monitor legislative activity and inform City leadership; prepare communications, including letters of support or opposition, on behalf of the City.
Receive, process, and respond to public records requests and other requests for information; research and organize information and coordinate resolutions.
Explain, interpret, and apply laws, regulations, codes, ordinances, and City policies and procedures relevant to the assigned area.
Regularly and predictably attend work and perform related duties as assigned.