Janesville is hiring: Executive Assistant in Janesville

The City of Janesville (pop. 66,390), located in scenic south-central Wisconsin, is seeking an experienced Executive Assistant to provide high-level administrative support to the City Manager and the City Manager’s Office. This role requires exceptional organization, communication, and professionalism, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Serves as the “gatekeeper” for the City Manager’s Office; manages calls, correspondences, visitors, and scheduling.
• Coordinates City Council meeting materials, agendas, and postings in compliance with Wisconsin Open Meetings laws; coordinates meeting logistics and equipment setup.
• Prepares presentations, reports, and meeting materials for the City Manager and City Council.
• Maintains calendars for the City Manager and Deputy City Manager.
• Assists with special events, ceremonial functions, and employee recognition activities.
• Maintains organized electronic filing systems and records management processes.
• Supports budget preparation, processes invoices, and orders office supplies.

Ideal Candidate Profile

• Self‑motivated and proactive professional who anticipates needs and takes initiative with minimal supervision.
• Highly organized multitasker who thrives in a fast‑paced environment and manages shifting priorities with accuracy and composure.
• Exceptional communicator – clear, professional, and tactful in both written and verbal communication.
• Discreet and dependable, handling confidential and sensitive information with integrity and sound judgment.
• Collaborative problem‑solver who builds positive relationships with City leadership, employees, elected and appointed officials, and the public.
• Resourceful and adaptable, capable of identifying priorities, resolving issues, and following through independently.
• Detail‑oriented recordkeeper skilled in maintaining accurate documentation and managing paper and digital files efficiently.

Join us in shaping a workplace where employees feel valued, supported, and inspired to make a difference in the Janesville community!

Position Requirements

• High school diploma or equivalent required. An associate degree in administrative professional, business management, public administration, communication, or related field preferred.
• Minimum of five (5) years of progressively responsible executive‑level or administrative support experience in a professional setting is required.
• Proficiency with Microsoft Office, Adobe Acrobat, and standard office software.

Salary and Benefits

Salary range: $53,690 - $59,060 +/- DOQ. Starting salary is commensurate with qualifications.

• Comprehensive benefits package including medical, dental, vision, life insurance, flexible spending accounts (FSA), and participation in the Wisconsin Retirement System (WRS).
• Access to a free health and wellness center for City employees and their eligible dependents.
• Additional offerings include 457 deferred compensation, disability benefits, and retiree health coverage.
• Generous paid time off benefits including vacation, sick, paid holidays, and award days.
• Total compensation (including salary and benefits) - $66,800 - $87,800.

How to Apply

Interested candidates can apply online at www.janesvillewi.gov no later than Sunday, October 26, 2025. To view the full job description, please visit the City’s website.

The City of Janesville is proud to be an equal opportunity employer. We value diversity and do not discriminate on the basis of race, color, gender, religion, age, national origin, disability, or any other protected status.

Seniority level

Mid‑Senior level

Employment type

Full‑time

Job function

Administrative

Industries

Government Administration