Executive Assistant - Mayor's Office

Position Title: Executive Assistant - Mayor's Office Job Description: Under the administrative direction of the Mayor and Chief of Staff, incumbent performs advanced secretarial and administrative support for the Mayor of Salt Lake City. Assignment of duties includes work of a confidential or complex nature, exposure to sensitive information and contacts requiring considerable discretion, sound judgment, tact and diplomacy. This is an appointed, at-will position without tenure and exempt from the career service system. About the Position: This individual will be responsible for coordinating a complex and dynamic scheduling, calendar and preparatory process for the Mayor, including scheduling meetings, reviewing requests, coordinating travel, and quickly pivoting as critical needs arise. This individual will also be responsible for responding to certain correspondence and ensuring that communications make their way to appropriate parties for follow up. 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 executives behalf. This announcement will remain open until the position is filled and may close at any time without notice. Early application submission is strongly encouraged. Position Salary Range: $70,644 to $95,577, depending on education and experience. Use our total compensation calculator to explore your earning potential in this role! 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 one 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 Key Responsibilities: Serve as the main point of contact for outside parties on all needs of the Mayor, facilitating timely responses to those asks after coordinating with the Mayor and senior staff. Coordinates and recalibrates the Mayors calendar on an ongoing basis, consistently maintaining awareness of the moving parts of her day and week and shifting her timeline obligations as necessary as new priorities arise. Leading weekly meetings with the Mayor and select staff to review and lock the following weeks schedule in advance. This includes ensuring that all relevant documents and critical information is included in the calendar, and that all meetings are supplemented by appropriate staff. Additionally, as part of this meeting, the executive assistant will review with the room all pending asks of the mayor for her time. Consistently confirms that the Mayor has all necessary briefing, preparation and information needed for day to day meetings and events. Maintains consistent communication with the Mayors security detail, ensuring they are connected with the hour to hour needs as represented on the Mayors schedule and that they have all levels of information pertinent to their responsibilities. This includes ensuring that offsite meetings and press events are prepared to receive the mayor as it relates to the security needs outlined by the detail. Assists in the coordination and booking of various aspects of travel for the mayor, and ensures necessary preparations are made around itinerary, flights, transportation, lodging, meetings and potential foreign customary expectations. Is prepared to interface with high profile individuals and delegations in their interactions with the Mayor, and makes sure that they and their teams are welcomed properly. Adheres to rigorous set of ethics, ensuring that proper record keeping and FOIA requirements are met. 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 Mayor to act or refer to the division-level managers. 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. Uses considerable diplomacy and communication 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 mayors 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. Regularly and consistently coordinates with administrative staff of the Mayors Office to ensure that the needs of Senior Staff are met through their collective efforts. Occasionally this position will be asked to support other executive level staff in the office, at the request of their executive assistant, and based on need. Performs other duties as assigned. Minimum Requirements: Some college and a minimum of three years executive assistant experience, or equivalent. Ability to maintain a positive, 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 drivers license or Utah driving privilege card may be required. Preferred Qualifications: Previous administrative work in a government or political environment. Ability to speak Spanish. Working knowledge of Salt Lake City departments and city policies. 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. Position is not eligible for remote work. 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. Department Mayor's Office Full Time/Part Time: Full time Scheduled Hours: 40 Salt Lake City is a place where your skills and dedication directly contribute to the community. With a team serving over 200,000 residents, we take pride in delivering meaningful workfrom maintaining infrastructure to shaping public programswith integrity and professionalism. We value experience, accountability, and results. Our organization recognizes talent and rewards contribution, offering employees opportunities to grow, lead, and make a lasting difference. If you're driven by public service and want to help shape the future of our city, wed love to work with you. Salt Lake City offers a competitive and well-rounded benefits package designed to support your health, financial future, and professional growth. To learn more, visit our Benefits & Wellness site. Health & Wellness 95% City-paid medical insurance Dental, vision, life insurance HSA (with $1,000$2,000 City contribution) Wellness clinic for employees & families Robust Employee Assistance Program (EAP) Financial Perks Tuition reimbursement (up to $4,000/year) Retirement contributions (pension and/or 401(k)) Discounted pet insurance, legal services, and more Thinking about applying or weighing another offer? Use our Total Compensation Calculator to see the true value of your job offerincluding salary, benefits, retirement, and more. We know time away from work is essential for rest, personal needs, and family life. Salt Lake City offers generous paid leave to help you recharge and stay balanced. To learn more, visit our Benefits & Wellness site. 12 vacation days to start 12 paid holidays + 1 personal holiday Up to 80 hours personal leave annually 6 - 12 weeks of paid parental leave Bonus leave credit for eligible rehires & public sector transfers Our Recruitment Team is ready to assist you throughout the entire hiring processfrom questions about job openings to application support. Reach the Recruitment Team at 801-535-6699 Or email: careers@slc.gov The City is committed to the full inclusion of all qualified individuals. As part of this commitment, Salt Lake City will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at 801-535-7900. Salt Lake City is proud to be a partner of the Utah Patriot Program, providing employment opportunities for Veterans, Military and spouses. We are also a proud National Service Partner.