City Manager's Office

The City Manager’s Office is responsible for the leadership and direction on the operation and management of all City Departments (except the Offices of the City Attorney and City Clerk). The City Manager also provides policy support and recommendations to City Council. This office also supports and coordinates closely with the Mayor and all City Councilmembers.

The Position

The Principal Executive Assistant provides highly responsible, complex and sensitive administrative and technical support for the City Manager, Assistant City Manager, Communications Director, Mayor and City Council. This includes direct customer service with residents, business and community members, financial administration such as invoicing, credit card processing, and vendor processing, agenda management and supporting City Council and Executive Team meetings, coordinating daily office operations, scheduling appointments, managing supplies and equipment, assisting with media and website, records management, and event support. Performs other related work as required.

Ideal Candidate

The ideal candidate for this position is someone who is:

A strong communicator
Able to manage competing priorities successfully
Able to exercise good judgement
Able to exercise a strong customer service orientation
Proactive in their approach

This is a full-time, 36 hour per week, benefited position regularly scheduled for 4-days per week (typically Monday-Thursday). The City of Alameda offers a generous benefits package, including full healthcare and dental coverage for you and your family and CALPERS pension benefits. To learn more about our benefits package, please visit https://alamedaca.gov/hr

Distinguishing Features:

The nature of the work performed is critical, confidential, and politically sensitive, requiring thorough knowledge of City-wide procedures and policies. Strong interpersonal skills, strategic thinking, sensitivity and tact are necessary to perform effectively. The incumbent provides direct supervision to clerical and other administrative support employees, works with a high degree of independence, and exercises discretion in the resolution of complex and sensitive problems.

Examples of Duties:

Coordinates all administrative activities and functions of the City Manager's Office, including administrative workflow coordination and clerical staff supervision; plans, develops, establishes, evaluates and modifies administrative and technical procedures and practices and related activities; provides direct administrative support to the City Manager.
Tracks, monitors and follows up on action items generated through or submitted to the City Manager's Office; monitors status of projects and referrals to departments; keeps the City Manager apprised of progress and potential issues or problems.
Receives and tracks incoming correspondence and communications, independently responding or routing as appropriate.
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, including data entry, document production and data organization; prepares correspondence, reports, charts, spreadsheets and statistical data; establishes and maintains complex and confidential recordkeeping systems.
Performs administrative detail, such as coordinating and scheduling activities, events, receptions and official functions; coordinates the City Manager's and Assistant City Manager's calendars and schedules; coordinates travel, meeting and conference arrangements.
Serves as a primary resource for City staff, elected and appointed officials, residents, community and business leaders, or visitors, answering policy, procedural or technical inquiries; confers with other departments, public officials, consultants and residents; interprets and explains policies and procedures; makes presentations on assigned projects and programs; investigates and resolves matters on behalf of the City Manager.
Collects, compiles, and utilizes technical information to make recommendations; compiles, organizes and analyzes data; prepares reports and summaries.
Gathers information, materials, and documents, develops resources, and coordinates activities with City departments and with other organizations and agencies.
Provides staff support as assigned; prepares agendas and minutes.
Participates in Council meeting agenda preparation; coordinates staff report submission to the City Manager's office for review.
Assists in budget preparation and administration.
Administers various staff functions of the City Manager's Office.
Supervises, trains, and evaluates assigned staff.

Employment Standards:

Education/Experience

Any combination equivalent to education and experience likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be:

Education

Graduation from high school required supplemented by college coursework in public or business administration preferred.

Experience

Three years of highly responsible experience providing primary administrative and technical support to executives, with work related to government business operations, project management, communications, community relations, and budget administration. Two years of public sector experience preferred.

City of Alameda

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Principal Executive Assistant (City Manager's Office)