Executive Assistant I (Limited term)

$68,765 - $83,584/Yr

City Of Richmond - Richmond, CA

Full-time - Entry Level

Richmond, CA

Executive, Legislative, and Other General Government Support

About the position

The City of Richmond is seeking an Executive Assistant to support the Mayor's Office. This is a unique and dynamic position that requires a highly organized and skilled individual who can handle a wide variety of complex secretarial and administrative tasks. The Executive Assistant will report directly to the Mayor and will be responsible for providing administrative support to senior management staff, including division heads and heads of specialized offices. This role is critical as it involves regular contact with government officials, the City Council, board or commission members, and representatives from business and community organizations. The position demands a high level of discretion, confidentiality, initiative, and independent judgment, as the actions taken can significantly impact city operations and public relations activities. The ideal candidate will possess excellent organizational skills, strong customer service abilities, and a keen analytical mindset. They will be responsible for scheduling meetings, coordinating events and travel, preparing reimbursements, and responding to inquiries from the public and city staff. Additionally, the Executive Assistant will develop work plans, create agendas, and coordinate presentations with various stakeholders. This position also involves managing departmental human resource functions, ensuring compliance with labor laws, and assisting with grant contracts and budgets. The successful candidate will be detail-oriented, a great communicator, and able to manage multiple projects effectively. This is a limited-term position that will expire at the end of the current Mayoral term, with a competitive salary range of $68,765.04 to $83,584.32, along with a comprehensive benefits package that includes medical, dental, vision, paid vacation, holidays, and professional development assistance.

Responsibilities

• Provides administrative support, including scheduling meetings, coordinating events and travel, preparing reimbursements, and responding to customer inquiries.
• Coordinates and facilitates public meetings.
• Develops work plans, creates agendas, and coordinates presentations with internal departments and community-based organizations.
• Serves as a central liaison for the department in the dissemination of information.
• Prepares correspondence from oral instruction or written draft, and may compose or draft correspondence requiring the reference and/or application of rules or policies.
• Manages departmental human resource functions, and ensures compliance with labor laws.
• Assists with administering grant contracts and budgets for awarded grants.
• Prepares reports, and ensures grant guideline compliance.
• Maintains departmental records and files.
• Maintains office supply inventory, and orders supplies.
• Assists with preparation of technical, budget, and staff report documents, and collecting supporting documentation.
• Participates in the budget administration for the department, including cost analysis and policy or procedure modifications.
• Performs purchasing and procurement duties, including contract administration and invoice processing.
• Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage, and prepares them for signature.

Requirements

• High School diploma or GED equivalent.
• One (1) to three (3) years of experience providing secretarial and administrative support to executive management.
• Knowledge of modern office practices and equipment, including applicable software.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Standard business arithmetic.
• Community outreach techniques.
• Budget and contract development and administration.

Nice-to-haves

• Experience administratively supporting an elected official.
• Social media and digital platform experience.
• Multilingual capabilities.

Benefits

• Travel reimbursement
• Paid parental leave
• Disability insurance
• Health insurance
• Dental insurance
• Tuition reimbursement
• Parental leave
• Vision insurance
• Professional development assistance
• Life insurance