Executive Assistant to the Mayor (Senr Council Assistant U) - (1902115)

  • City of San Jose
  • San Jose, CA, USA
  • Dec 04, 2019
Full time Executive Assistant

Job Description

About the Department 

The City of San José, the Capital of Silicon Valley is one of the nation’s best managed cities and one of the top ten cities in which to live, work, and do business. Moreover, San José is the center of cultural, government and economic activity for the region. The employees of the City of San José have embraced the following values: Integrity, Innovation, Excellence, Collaboration, Respect, and Celebration. 

The San José City Council consists of ten Councilmembers elected by district and a Mayor elected at-large, each for four-year terms. The Mayor and Council are responsible for representing the residents of San José, providing accountability, reviewing public policy and programs, and adopting those policies which best meet the needs of the residents, visitors, and businesses in San José. 

The Mayor serves as the political leader in San José, and under the City Charter, is responsible for recommending policy, program, and budget priorities for the City.

Positions & Duties

The Office of Mayor Sam Liccardo is recruiting for a full-time Executive Assistant to the Mayor. Under the direction of the Mayor’s Administrative team, this position will provide office administrative functions and general assistance to the Mayor.

The position requires an employee with strong and effective organizational skills; ability to handle heavy scheduling and multiple assignments; excellent written and oral communications skills, and the ability to develop and maintain effective and collaborative working relationships with community members and neighborhood organizations, key stakeholders, and City staff. Candidates must be willing to work occasional evenings and weekends, and as exempt management employees, are not eligible for overtime compensation.

Employees in this classification are not members of the classified civil service and are appointed "at will."  Each appointment is for a specified period to be determined by the appointing Mayor and does not extend past the end of the elected official's or appointing authority's term.  This unclassified position requires a disclosure of outside investments, real property interest, income, and business positions.

Typical Duties

The Executive Assistant to the Mayor will be primarily responsible for the following tasks:  

Provide executive support to the Mayor, serving as primary point of contact on all matters pertaining to the Mayor.

  • Complete a broad variety of administrative tasks for the Mayor, including managing an extremely active calendar; coordinating complex and detailed travel logistics; and coordinating staff meetings and offsites.
  • Coordinate arrangements for the Mayor’s meetings and speaking events, working directly with public and private sector representatives and event organizers. 
  • Compose and edit routine correspondence and internal communications for the Mayor.
  • Communicate with concerned constituents on incoming issues and concerns addressed to the Mayor and determine appropriate response or referral.
  • Provide break coverage for the office receptionist, along with fellow administrative staff.
  • Work under pressure at times to handle a wide variety of activities and confidential matters with complete discretion.
  • Prioritize conflicting needs and handle matters swiftly and proactively through successful completion, often with deadline pressures.
  • Maintain documents in compliance with the City’s record-retention plan.
  • Perform other duties, of a similar nature or level, as required.

Qualifications 

Minimum Qualifications:

  1. Education: College degree in business management or related field, or training in secretarial skills, office management, or administrative studies.
  2. Experience: Five 5+ years supporting C- Level Executives.
  3. Licenses or Certificates: A valid California driver's license is required.
  4. Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San José will not prepare or file a labor condition application with the Department of Labor.

Competencies:

The ideal candidate will possess the most desirable combination of training, skills, and experience, which will allow him or her to serve as a member of the Mayor's Office.  Desirable experience, knowledge and skills for this position include:

  • Job Expertise – advanced time management, analytical, and multi-tasking skills; highly organized, detail-oriented, and a proactive, independent thinker; good judgment, decision-making and problem-solving skills, strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly in a fast-paced environment with changing priorities and deadlines with excellent attention to detail; ability to anticipate Mayor’s needs; expert in Microsoft Outlook, with proficiency in Microsoft Office, Adobe Acrobat, and web platforms.
  • Communication Skills – expert-level written and verbal communication skills; written correspondence, memos, and reports are accurate, complete, well-organized, legible, concise, and in proper grammatical form.
  • Customer Service - approaches problem-solving by focusing on internal and external customers first; demonstrates the ability to deliver services effectively and efficiently in a timely, accurate, respectful, and friendly manner.
  • Initiative - exhibits self-directed, resourceful and creative behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning in advance; displays willingness to assume extra responsibility or workload and accept challenges; pursues continuing educational opportunities which promote enhanced job performance; willing to learn.
  • Maintaining Personal Credibility/Meeting Ethical Standards - when confronted with ethical dilemmas, acts in a way that reflects relevant law, policy and procedures, agency values, and personal values; professional and discrete.
  • Team Work and Interpersonal Skills - demonstrates a positive attitude and flexibility along with the ability to build effective relationships with stakeholders, including co-workers, council staff and external partners; highly resourceful team-player that helps others accomplish tasks and is also highly effective independently; uses collaboration and conflict resolution skills.
  • Ability to handle multiple tasks in a fast-paced work environment with changing priorities and deadlines.
  • Knowledge of public information, media relations, and community outreach skills.

Application & Selection Process:

The selection process will consist of an evaluation of the applicant's training and experience based on the application, resume, and supplemental questions.  Only the most qualified candidates will be forwarded to the next phase of the selection process. 

To be considered for this position, you must fill out the online application available on the City of San Jose website and submit a cover letter and resume.

You will be prompted to answer the following job-specific questions during the online application process. Please note that there is a 4,000-character limit, including spaces, for each text response.

1.Describe your experience as an executive assistant supporting a C-suite and/or senior executive (include your job title, employer name(s), date(s) of employment, and specific duties performed).

  1. Describe your experience scheduling meetings for a C-Suite and/or senior executive (i.e., average meetings per day, software used, etc.).
  2. Describe your experience working with people at various levels of an organization (include your role in this interaction).
  3. Describe your experience utilizing various software programs. Please include your skill level of proficiency for each software program. 

Additional Information 

For more information about the Mayor's Office, please, click here

Link to Benefits Page: http://www.sanjoseca.gov/index.aspx?NID=707

Link to California Equal Pay Act: http://www.sjcity.net/DocumentCenter/View/18980

To apply, please complete an application via the City of San José’s website at www.sanjoseca.gov/citycareers. The application deadline is on December 13, 2019 at 1:00 PM. Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. If your online application was successfully submitted, you will receive an automatic confirmation email to the address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email CityCareers@sanjoseca.gov and we will research the status of your application. Please contact Human Resources at (408) 535-1285, or Human.Resources@sanjoseca.gov if you have any questions.