Salt Lake City Corporation is hiring: Executive Assistant in Salt Lake City

Executive Assistant

Under general administrative direction, incumbent performs advanced secretarial and administrative support for a department head, the Mayor, Chief of Staff or other executive in the Mayor’s office. Assignment of duties includes work of a confidential or complex nature, exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy. Coordinates executive’s calendar, schedules appointments and makes travel arrangements. Receives and reviews incoming correspondence; refers routine matters to appropriate parties for action and follow up to ensure proper disposition. Communicates with elected officials, executives, administrative and line management, as needed, to convey information. Maintains sensitive files and records. Exercises discretion and independent judgment while handling administrative tasks on the executive’s behalf.

Position Title

Executive Assistant

Job Description

Under general administrative direction, incumbent performs advanced secretarial and administrative support for a department head, the Mayor, Chief of Staff or other executive in the Mayor’s office. Assignment of duties includes work of a confidential or complex nature, exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy. Coordinates executive’s calendar, schedules appointments and makes travel arrangements, as needed. Receives and reviews incoming correspondence; refers routine matters to appropriate parties for action and follow up to ensure proper disposition. Communicates with elected officials, executives, administrative and line management, as needed, to convey information. Maintains sensitive files and records. Exercises discretion and independent judgment while handling administrative tasks on the executive’s behalf. This is an appointed, at-will position without tenure and exempt from the career service system.

Position Salary Range

$78,955.45 - $91,422.10

Benefits

• 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 remain open until filled and may close at any time without notice.

Key Responsibilities

• Acting in a confidential capacity, review and summarize all correspondence, reports, legal and legislative dealings requiring executive action. Process or obtain supplemental information necessary for the executive to act or refer to the division-level managers. Prepare all correspondence and file documents related to budgetary, administrative, legal, and legislative actions for access and historical tracking. Prepare council agenda cover sheets, summary reports and appropriate attachments for distribution and timely council action.
• Prepare or assist in the preparation of various reports. Research topics or issues and gather specialized information.
• Compose correspondence, memos, reports, forms and other materials from rough draft, final working draft, notes, dictation notes or digital recording. Create meeting agendas, take and prepare minutes and other meeting materials. Where appropriate, respond in writing on behalf of the executive.
• Make travel arrangements, set meetings and schedule conference rooms and attendees. Maintain the executive’s master calendar and prepare daily schedule of events. Maintain filing system of daily informational materials, including sensitive or confidential information, for meetings, department actions, revolving issues/items that require follow up or rescheduling.
• Use 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. Ensure appropriate level of documentation and approval-action follow through.
• Perform 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.

Employment type

Full-time

Seniority level

Entry level

Job function

Administrative

Industries

Government Administration

Position Type

Full-Time

Scheduled Hours

40

Location

Salt Lake City, UT

EEO Statement

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.