Executive Assistant

  • City of Santa Clara, CA
  • Santa Clara, California
  • Jul 24, 2022
Full Time Administration and Management
  • Salary: $110,866.20 - $143,470.20 Annually USD

Job Description


The Department
The City Council consists of a Mayor who is elected at large and six Councilmembers that are elected by district and serve staggered four-year terms. The Council, as the legislative body, represents the residents of Santa Clara and is empowered by the City Charter to formulate Citywide policy, enact local legislation, adopt budgets, and appoint the City Manager, City Attorney and City Auditor. The Council conducts City Council meetings and study sessions as required. The Mayor and Councilmembers are supported by the Mayor and City Council Offices staff.

The Position
The Executive Assistant position is in the Mayor and Council Office and is assigned functions to support the Mayor and City Council. This role is a critical executive-level support position for this office and works as part of a team with a Staff Analyst and an as-needed support position. The Executive Assistant is responsible for maintaining the full City Council's calendar and appointment schedule and coordinating attendance at board, committee, and commission meetings; managing and screening incoming correspondence to ensure deadlines are met; ensure items are prepared for City Council meetings such as special orders of business or adjournment memos and preparing general correspondence, minutes, reports, and certificates. The Executive Assistant to the Mayor and City Council is also responsible for staffing Council Committees as needed and coordinating various special events in coordination with the City's Communications section.

The Executive Assistant is distinguished from other classes in the administrative support series in that the incumbent provides responsible, confidential, administrative support services for the Mayor and City Council, City Manager, and City Attorney. The job involves working with individuals, activities and issues with which the Mayor and City Council, City Manager, and City Attorney are involved and requires daily contact with a cross-section of high level government, community, and public and private officials, as well as individual members of the community. The incumbent must be able to handle non-partisan confidential matters with a high level of judgment.

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.

As a member of the City's Unclassified Service, this is an "at-will" position and the incumbent serves at the discretion of the City Manager. An incumbent in this classification: demonstrates strong ethical, professional, and service-oriented leadership and interpersonal skills; sets a good example; and correctly applies the tenets of the City's Code of Ethics and values.

Meeting the minimum qualifications does not guarantee proceeding in the process. Only the most qualified candidates who demonstrate the best combination of qualifications in relation to the requirements and duties of the position will be invited to interview.

Applications must be filled out completely. Please do not substitute "see resume" or "see personnel file" in the employment history section of the application. To receive first consideration in the screening process, candidates must submit a 1) City Employment Application, 2) Resume, 3) Cover Letter, and 4) Supplemental Questions. This recruitment is open until filled. A first review of applications will be on August 5, 2022. Incomplete applications will not be accepted.

Typical Duties

Duties may include, but are not limited to, the following:

Under general direction:
  • Receive and reply to mail, office visitors, telephone calls, and refer citizen complaints to the appropriate department;
  • Perform varied, responsible and confidential administrative duties;
  • Maintain calendar and appointment schedule, and coordinate attendance at numerous board, committee, and commission meetings;
  • Prepare original correspondence, reports, news releases, proclamations and commendations;
  • Prepare and write remarks for the City Council for some events and meetings;
  • Coordinate special and ongoing projects;
  • Handle daily contact with high-level government officials and residents;
  • Handle confidential information regarding controversial issues;
  • Handle travel arrangements;
  • Prepare or transcribe finished copy from notes, typed copy, rough draft, oral instructions self-composed letters and memos, and transcripts of minutes and reports;
  • Assemble, review, and analyze materials to determine that all relevant data, files, signatures, and other required details are included;
  • Screen incoming correspondence, follow up to ensure deadlines are met;
  • Contact other agencies for information required for special reports or correspondence, handle confidential information regarding controversial matters;
  • Establish and maintain office files and procedures;
  • Prepare annual operating budget and monitor use of funds;
  • Track Council proclamations and awards received by the City of Santa Clara;
  • Supervise administrative support staff;
  • Order office supplies and capital outlay items; and
  • Perform other related duties as assigned.

Minimum Qualifications

  • Associate of Arts degree in office administration, business management or related field;
  • Six years of progressively responsible and varied administrative support and/or legal experience including supervisory responsibilities; and
  • Public sector experience is preferred.
Incumbents in this position are required to file a Conflict of Interest statement upon assuming
office, annually, and upon leaving office, in accordance with City Manager's Directive 100.

Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application

Knowledge, Skills, and Abilities

Knowledge of :
  • Basic organization and function of municipal government, including the role of an elected City Council and appointed boards and commissions; functions and role of City Manager, City Attorney, and City operations;
  • Individual activities and issues with which the office is involved;
  • Budgetary and financial record keeping methods;
  • Office methods, procedures and machines, including filing systems, reception and telephone techniques and letter and report writing;
  • Office safety practices, procedures and standards;
  • Microsoft Office suite products, including Word, Excel, PowerPoint and Outlook; and
  • Correct English usage, spelling, punctuation, grammar and vocabulary.
Ability to:
  • Perform difficult para-professional work independently;
  • Use tact and discretion in handling routine, complex, and confidential matters related to the City of Santa Clara's business;
  • Effectively manage calendars and appointment schedules;
  • Establish and maintain effective working relationships with those contacted in the course of work, including the general public;
  • Prepare correspondence without review, employ good judgment and make sound decisions in light of established policies and procedures;
  • Transcribe material with 90% accuracy;
  • Type from clear copy at a net rate of not less than 25 words per minute on a computer keyboard;
  • Communicate effectively and clearly, both verbally and in writing;
  • Supervise the work of administrative support staff;
  • Manage multiple priorities, organize workload, organize files, meet strict deadlines and work with many interruptions; and
  • Walk or stand for extended periods of time and bend, stoop, crawl, climb, and lift as necessary to perform assigned duties.
Additional Information:
The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 615-2080 or HumanResources@santaclaraca.gov.

Job Address

Santa Clara, California United States View Map