Job Description

Location

1400 Fifth Avenue San Rafael, 94901

Description

Executive Assistant to the City Manager

$7,100 - $8,630 per month*

Plus excellent benefits

*Pending Council approval

APPLICATION DEADLINE:  Review of applications is ongoing – apply today for first consideration! Recruitment closes on February 4, 2025. 

THE CITYis focused on enhancing our community members’ quality of life through well-designed services and a positive workplace culture. San Rafael is the economic and cultural heart of Marin County, and its high quality of life is centered on its commercial districts, engaged neighborhoods, active lifestyle, and natural environment. San Rafael, with a population of approximately 60,000, is a full-service city with a City Council/City Manager form of government with 12 departments, more than 400 employees, and a fiscal year 2023-2024 annual budget of $172 million. The City’s vision is to be a vibrant economic and cultural center that reflects its diversity. The City Council is engaged and seeks to strengthen the urban and commercial areas as well as sustain the beautiful natural environment. 

San Rafael’s Organizational culture framework is an initiative called “Together San Rafael.” City employees are our greatest asset, and we seek talented individuals with diverse backgrounds who are creative, curious, and excited about a challenge.  We are a results-driven team focused on the needs of community members. The Together San Rafael initiative is focused on modernizing City services and increasing employee engagement. This initiative recognizes the interconnectedness of the customer and employee experience. 

THE DEPARTMENT AND POSITION

The City Manager’s Office consists of the City Manager, Assistant City Managers, Community Services division, Parking division, and Sustainability division. The City Manager, along with the Assistant City Managers, advises the City Council on policy matters and manages the operations of the City with economy, efficiency, equity, and effectiveness. The City Manager's office carries out the policy and directions of the Mayor and City Council. It supports the Council's efforts to engage in legislative advocacy on the local, state, and national level, advocating the City's interests and increasing the City's influence as a leader in good government.

The City Manager’s Office is seeking a full-time Executive Assistant to support the City Manager and Assistant City Managers in the efficient and effective running of the public-facing City Manager’s Office. The position’s work includes extensive calendar management, correspondence, and planning, and performing a variety of complex office and operational administration. This position interacts daily with colleagues across all departments and with the public and acts as a first point of contact for the City Manager’s Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES (including but not limited to; click to view full list on job class specification)

• Serves as primary contact and liaison for the City Manager’s Office (CMO) with other City staff, the general public, and outside agencies and groups. Receives and screens visitors, emails, and phone calls for the City and City Council members; triages and directs inquiries appropriately and efficiently with excellent customer service.
• Schedules meetings and appointments and maintains the City Manager's calendar. Ensures the City Manager is appropriately briefed and fully prepared in advance of meetings, conference calls, site visits, etc.
• Maintains CMO calendar of activities, meetings, and various events; schedules use of conference rooms; coordinates meetings and conferences with external partners. Acts as a point of contact for onsite visits and provides support for offsite visits when necessary. Makes travel arrangements and coordinates facilities, food, and supplies for meetings and conferences.
• Tracks, monitors and follows up on action items generated through or submitted to the CMO.
• Performs specialized administrative duties including preparation and management of complex, sensitive or official documents; performs a wide variety of other highly complex, responsible, sensitive and confidential administrative duties.
• Handles various office administrative tasks such as processing claims for expenditures, maintaining time sheets, and related items.
• Produces various drafts and finished documents, including confidential materials and independently composes correspondence and related materials.
• May supervise employees, including participation in the hiring process, performance evaluations.
• Establishes written and electronic categories and systems, oversees maintenance of departmental files and records, maintains manuals and updates office resource materials, in accordance with best practices.

IDEAL CANDIDATE

The ideal candidate will be a strategic, always one-step-ahead Executive Assistant who will be a trusted partner to the City Manager. They are a proactive problem solver with exceptional communication and organizational skills, meticulous attention to detail, and demonstrate the ability to multi-task in a fast-paced environment. They will bring organization and structure to anything and everything. While this is a support role, the ideal candidate can work independently and will take the initiative when needed. They ensure the City Manager is appropriately briefed and otherwise fully prepared in advance of meetings, conference calls, site visits, etc.

They must be well versed in writing, reporting, scheduling, organization, time management, and travel logistics. They should have prior experience providing day-to-day administrative support to an executive. They are able to manage complex calendars, optimizing whenever possible, and expecting and handling last-minute changes with confidence. They will work collaboratively with staff within the City, outside agencies, and resident/stakeholder groups.

In addition, the ideal candidate will have a strong sense of customer service, tactfulness, and the ability to help find solutions to complex service issues for the public. Calm under pressure, they can prioritize their workload for deadlines and critical issues, maintain a professional demeanor at all times, and be flexible, sensible, and respectful while working in a diverse environment. They are a great listener, collaborator, and communicator. They must be trustworthy and able to handle confidential and sensitive information related to city operations, personnel matters, and political activities, maintaining the highest standards of confidentiality. 

The ideal candidate should be proficient with technology, including office productivity tools (e.g., Microsoft Office Suite, project management software), document management systems, and data tools. They should also be comfortable learning new software as necessary.

Prior experience with a public agency is desirable but not required. Similarly, Spanish speaking proficiency is desirable but not required.

CORE COMPETENCIES

Attention to Detail

Strong organizational skills to handle a variety of tasks without overlooking important details

Calendar Management

Ability to manage calendars including scheduling and preparation for meetings, 1:1s, interviews, and events

Verbal and Written Communication

Excellent written and verbal communication skills to effectively liaise between the City Manager, staff, elected officials, and the public

Public Relations

Ability to represent the City Manager’s Office in a professional manner with citizens, stakeholders, and media

Discretion and Confidentiality

Handling sensitive information with discretion and confidentiality, especially in government-related matters

Team Collaboration

Ability to work closely with the city manager, senior staff, and other departments to ensure seamless operation

Stakeholder Management

Building and maintaining positive relationships with local government officials, departments, and the community

Conflict Resolution

Skillful in navigating complex interpersonal dynamics, managing and de-escalating potential conflicts

Prioritization

Ability to use good business judgment with an ability to assess and manage ever-changing priorities, pivoting when needed

Understanding of Government Structure

Knowledge of how various departments within local government function and interrelate

Creative Problem-Solving

Ability to think critically and creatively to resolve administrative or logistical challenges.

Leadership Skills

Anticipating needs and taking initiative to ensure the City Manager’s Office runs smoothly without constant direction

Expense Tracking

Knowledge of managing administrative expenses and tracking spending in accordance with City policies.

KNOWLEDGE OF AND ABILITY TOto  view full list on job class specification)

• Principles and practices of customer service.
• Provide varied complex office administrative assistance to elected and appointed officials of the City.
• Demonstrate a high level of sensitivity, tact, discretion, and professionalism in representing the City Manager's Office to other City staff and external agencies.
• Maintain confidentiality of privileged and sensitive information; and assure discreet handling in all aspects of the City Manager’s Office, City staff, and City information.
• Use initiative and independent judgement within broad guidelines.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Human-centered design approaches to working with internal and external partners, are a plus.

EDUCATION/EXPERIENCE

Any combination of education and experience that would provide the knowledge and skills listed for this position. A typical way of gaining the knowledge, skills and abilities outlined above is:

• Equivalent to graduation from high school.
• Five years of progressively responsible experience as an administrative professional, including two years of experience reporting to a department head and/or high-level executive.
• College level coursework in business administration is desirable.
• Ability to communicate effectively in English; ability to communicate effectively in Spanish is desirable.
• Possession of a valid California driver’s license with satisfactory driving record.

LANGUAGE AND REASONINING ABILITY

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to solve practical problems and deal with a variety of variables in fast-paced situations. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand and walk. The employee may need to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video displays. The noise level in the work environment is usually moderate.

Job Description URL: 

https://www.cityofsanrafael.org/documents/executive-assistant/

Job PDF: 

Additional Job PDF: 

Benefits

The Executive Assistant position is part of the AFSCME / Local 1 – Confidential Unit employee group, whose benefits include but are not limited to:

• City group health coverage, with the City paying a fixed dollar amount toward the cost of the monthly insurance premium (with the option to opt-out and receive $300 cash-in-lieu). The 2025 monthly flex dollar allowance is:
  • Employee only: $950.00
  • Employee plus one: $1,900.00
  • Family: $2,400.00
• Dental – Dental premium fully paid for employee plus eligible dependents
• Vision – City pays for employee coverage (employee pays for family coverage)
• Vacation – 10 days of Vacation leave (hours accrue each pay period). Annual Vacation hours increase after third year of service.
• Sick – 12 days of Sick leave (hours accrue each pay period)
• 12 paid City holidays plus 1 floating holiday per year
• Enrollment in the Marin County Retirement System (MCERA) pension plan, a defined benefit retirement program (PEPRA member – 2% at 62)
• Life insurance - $5,000 policy
• Long Term Disability Benefit – 66.67% of salary up to $1,000 per month
• Bereavement leave
• City-paid Parental Leave (if eligible) and End of Life Care leave
• City-contributed deferred compensation program
• Gym membership reimbursement – up to $198/year
• Bilingual pay incentive (if eligible)

Recruitment Contact

Contact phone: 

(415)485-3474

Contact email: 

[email protected]

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