Executive Assistant to the City Manager (20576238)

$7,100 - $8,630/Yr

City of San Rafael, CA - San Rafael, CA

Full-time - Entry Level

San Rafael, CA

251-500 employees

Executive, Legislative, and Other General Government Support

About the position

The City of San Rafael is seeking a full-time Executive Assistant to support the City Manager and Assistant City Managers in the efficient and effective running of the public-facing City Manager's Office. The position's work includes extensive calendar management, correspondence, and planning, and performing a variety of complex office and operational administration. This position interacts daily with colleagues across all departments and with the public and acts as a first point of contact for the City Manager's Office.

Responsibilities

• Serves as primary contact and liaison for the City Manager's Office (CMO) with other City staff, the general public, and outside agencies and groups.
• Receives and screens visitors, emails, and phone calls for the City and City Council members; triages and directs inquiries appropriately and efficiently with excellent customer service.
• Schedules meetings and appointments and maintains the City Manager's calendar.
• Ensures the City Manager is appropriately briefed and fully prepared in advance of meetings, conference calls, site visits, etc.
• Maintains CMO calendar of activities, meetings, and various events; schedules use of conference rooms; coordinates meetings and conferences with external partners.
• Acts as a point of contact for onsite visits and provides support for offsite visits when necessary.
• Makes travel arrangements and coordinates facilities, food, and supplies for meetings and conferences.
• Tracks, monitors and follows up on action items generated through or submitted to the CMO.
• Performs specialized administrative duties including preparation and management of complex, sensitive or official documents.
• Handles various office administrative tasks such as processing claims for expenditures, maintaining time sheets, and related items.
• Produces various drafts and finished documents, including confidential materials and independently composes correspondence and related materials.
• May supervise employees, including participation in the hiring process, performance evaluations.
• Establishes written and electronic categories and systems, oversees maintenance of departmental files and records.

Requirements

• Equivalent to graduation from high school.
• Five years of progressively responsible experience as an administrative professional, including two years of experience reporting to a department head and/or high-level executive.
• Ability to communicate effectively in English; ability to communicate effectively in Spanish is desirable.
• Possession of a valid California driver's license with satisfactory driving record.

Nice-to-haves

• College level coursework in business administration is desirable.
• Prior experience with a public agency is desirable.
• Spanish speaking proficiency is desirable.

Benefits

• City group health coverage, with the City paying a fixed dollar amount toward the cost of the monthly insurance premium.
• Dental premium fully paid for employee plus eligible dependents.
• City pays for employee vision coverage.
• 10 days of Vacation leave (hours accrue each pay period).
• 12 days of Sick leave (hours accrue each pay period).
• 12 paid City holidays plus 1 floating holiday per year.
• Enrollment in the Marin County Retirement System (MCERA) pension plan.
• Life insurance - $5,000 policy.
• Long Term Disability Benefit - 66.67% of salary up to $1,000 per month.
• City-paid Parental Leave (if eligible) and End of Life Care leave.
• City-contributed deferred compensation program.
• Gym membership reimbursement - up to $198/year.
• Bilingual pay incentive (if eligible).