Executive Assistant

Full-time - Entry Level

Salt Lake City, UT

Executive, Legislative, and Other General Government Support

About the position

The Executive Assistant to the Mayor provides administrative support and ensures efficient management of their operations. Reporting to the Mayor through the Operations Manager, the responsibilities include scheduling and managing the Mayor's calendar, preparing briefing materials, managing information flow, and facilitating communication between the Mayor, the Mayor's Office and key stakeholders. Additionally, the position coordinates projects and tasks as directed by the Mayor and occasionally supports the Chief of Staff. This role requires discretion, a positive demeanor, and a high level of confidentiality.

Responsibilities

• Maintains the Mayor's daily calendar, schedules appointments, and ensures the Mayor is fully prepared with appropriate briefing materials for all meetings, events, and engagements.
• Monitors the Mayor's email inbox, triages communications, and ensures timely responses.
• Responds to requests for information on behalf of the Mayor when appropriate.
• Supports mayor-led committees and groups by preparing agendas, coordinating meeting materials, taking minutes, and tracking action items or assignments.
• Drafts and prepares official correspondence, including letters, responses, and documents, ensuring alignment with the Mayor's tone and messaging.
• Manages and drafts thank-you notes, congratulatory messages, condolences, and other official correspondence to maintain positive relationships with stakeholders.
• Answers and screens incoming calls, directs inquiries appropriately, and takes detailed messages.
• Plans and coordinates travel itineraries, including accommodation, transportation, and meeting logistics.
• Provides guidance to the Mayor and Chief of Staff on office policies, procedures, and applicable laws where appropriate.
• Maintains the Mayor's official files in compliance with record retention laws and policies, ensuring proper archiving as required by retention schedules.
• Handles sensitive information with the utmost discretion and always maintains confidentiality.
• Other duties as assigned.

Requirements

• Bachelor's degree from an accredited college or university in Political Science, Communications, Business Administration, Public Administration, or other closely related field.
• Two (2) years of related experience; OR an equivalent combination of related education and experience.

Benefits

• Medical coverage including a 100% county paid premium option.
• Dental and Vision coverage including coverage for adult designees.
• Health Savings account with a county contribution up to $1200/year.
• Flexible Spending Account.
• Professional Development including professional membership fees paid.