Executive Assistant Job at Salt Lake City in Salt Lake City

Overview

Position Title : Executive Assistant

We’re looking for a dynamic Executive Assistant to join our team and provide high-level administrative support to the Community and Neighborhoods Director. This is a unique opportunity to be at the heart of city leadership—managing complex schedules, handling confidential and sensitive communications, and serving as a trusted liaison between leadership and internal or external stakeholders. If you thrive in fast-paced environments, exercise sound judgment, and have a natural talent for diplomacy and discretion, we’d love to hear from you! Be part of a mission-driven team making a real impact in our community.

This is an appointed, at-will position without tenure and exempt from the career service system.

Position Details

Salary: $60,941 / yr. - $83,111 / yr.

Work Schedule: This position typically works Monday – Friday from 8:00 a.m. – 5:00 p.m.

Benefits: This position is eligible for full city benefits, including Health Insurance (95% of premium paid by city), Dental, Vision and Life Insurance, Paid vacation and personal leave, Six to twelve weeks of paid parental leave from day 1 of employment, Retirement contributions toward a pension plan and / or 401(k), A robust Employee Assistance Plan (EAP), Up to $4,000 tuition reimbursement annually, Discounted supplemental benefits like pet insurance and legal services

Important: Early application submittal is encouraged. This position will close on Friday, October 10, 2025 at 11:59 p.m. (MST).

Key Responsibilities

• Acting in a confidential capacity, reviews and summarizes all correspondence, reports, legal and legislative dealings requiring executive action.
• Processes or obtains supplemental information necessary for the executive to act or refer to the division-level managers.
• Prepares all correspondence and file documents related to budgetary, administrative, legal, and legislative actions for access and historical tracking.
• Prepares council agenda cover sheets, summary reports and appropriate attachments for distribution and timely council action.
• Prepares or assists in the preparation of various reports. Researches topics or issues and gathers specialized information.
• Composes correspondence, memos, reports, forms and other materials from rough draft, final working draft, notes, dictation notes or digital recording.
• Creates meeting agendas, takes and prepares minutes and other meeting materials. Where appropriate, responds in writing on behalf of the executive.
• Makes travel arrangements, sets meetings and schedules conference rooms and attendees. Maintains the executive’s master calendar and prepares daily schedule of events.
• Maintains filing system of daily informational materials, including sensitive or confidential information, for meetings, department actions, revolving issues / items that require follow up or rescheduling.
• Uses considerable public relations skills in handling calls, resolving issues, and supplying information about city government, or routing calls and individuals to proper city personnel for assistance.
• May perform staff support activities for mayor’s cabinet meetings, establishing meeting dates, times and locations, receiving and distributing materials for review and action. Ensures appropriate level of documentation and approval-action follow through.
• Performs other duties as assigned.

Recommended Qualifications

• Graduation from high school or the equivalent and two years paid progressively more responsible office experience including any combination of office management, public or community relations, and / or executive secretary duties. Up to two years of post-secondary academic training may be substituted for required experience on a year-for-year basis.
• Ability to maintain an effective working relationship with individuals of diverse backgrounds, including public officials, community leaders, employees, department heads, division managers, other governmental agencies 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, including standard office software (e.g. Microsoft Word, Excel, etc.), and office equipment.
• Ability to maintain legal and confidential information in accordance with established policy and procedures.
• Possession of a valid state driver’s license or Utah driving privilege card may be required.

Working Conditions

• Light physical effort. Pleasant working conditions with little or no exposure to hazards. May be exposed to discomfort associated with frequent use of computer keyboard and exposure to computer monitor displays.
• Intermittent exposure to stress as a result of human behavior and the demand of various job assignments.
• Attendance at some night meetings or irregular working hours may be required.

Note: The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Additional Employment Information

Offers of employment are contingent on successful completion of a criminal background check in accordance with City policy and applicable law. Criminal offenses will be reviewed on a case-by-case basis and do not automatically disqualify a candidate from City employment.

Position Type : Full-time

Department : Community and Neighborhoods

Full Time / Part Time : Full time

Scheduled Hours : 40