Executive Assistant - Mayor's Office

ABOUT THE ROLE Under general administrative direction, the Executive Assistant performs advanced secretarial and administrative support for the Mayor, Chief of Staff, or other executive in the Mayor's Office. This role involves handling work of a confidential or complex nature, requiring considerable discretion, judgment, tact, and diplomacy. The position coordinates the executive's calendar, schedules, travel, and correspondence, and is an appointed, at-will position without tenure, exempt from the career service system. KEY RESPONSIBILITIES - Review and summarize correspondence, reports, and legal or legislative dealings requiring executive action. - Prepare correspondence and file documents related to budgetary, administrative, legal, and legislative actions. - Prepare council agenda cover sheets, summary reports, and appropriate attachments for distribution. - Research topics or issues and gather specialized information. - Compose correspondence, memos, reports, forms, meeting agendas, and minutes from drafts, notes, or dictation. - Make travel arrangements, schedule meetings and conference rooms, and maintain the executive's master calendar. - Maintain filing systems for daily informational materials, including sensitive or confidential information. - Use public relations skills to handle calls, resolve issues, and route individuals to proper city personnel. - Perform staff support activities for mayor's cabinet meetings, ensuring appropriate documentation and follow-through. MINIMUM QUALIFICATIONS - High school graduation or equivalent AND two years of paid, progressively more responsible office experience (including office management, public or community relations, and/or executive secretary duties). Up to two years of post-secondary academic training may substitute for required experience on a year-for-year basis. - Ability to maintain effective working relationships with individuals of diverse backgrounds, including public officials, community leaders, and the general public. - Ability to communicate effectively orally and in writing. - Strong knowledge of modern office administration, business English, grammar, correspondence formats, and composition. - Ability to operate a personal computer, standard office software (e.g., Microsoft Word, Excel), and office equipment. - Ability to maintain legal and confidential information in accordance with established policy and procedures. SPECIAL REQUIREMENTS - Possession of a valid state driver's license or Utah driving privilege card may be required. - This is an appointed, at-will position without tenure and is exempt from the career service system. - Occasional evening and weekend work or attendance at night meetings may be required based on business needs. - Light physical effort with intermittent exposure to stress and discomfort from frequent computer use. SELECTION PROCESS Early application submittal is encouraged. An initial review of resumes will be conducted on August 10, 2026. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. HOW TO APPLY 1. Submit an application through the official employment portal. 2. Ensure your resume clearly highlights your progressive office experience, executive support skills, and ability to handle confidential information. EMPLOYMENT DETAILS - Location: City Hall - Job Type: Full-Time, Appointed, At-will, Exempt - Job Requisition ID: JR6135 - Department: Mayor's Office - Opening Date: Late July 2026 - Closing Date: August 10, 2026 (Initial review date) - Work Schedule: Monday-Friday, 9:00 a.m. - 5:00 p.m. (40 scheduled hours) - Benefits: Health, dental, vision, and life insurance; paid vacation and personal leave; 6 to 12 weeks of paid parental leave from day one; retirement contributions toward a pension plan and/or 401(k); robust Employee Assistance Plan (EAP); up to $4,000 annual tuition reimbursement; and discounted supplemental benefits like pet insurance and legal services.