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Executive Assistant - Mayor's Office
Executive Assistant - Mayor's OfficeSalt Lake City Corporation • Salt Lake City, UT, US
Executive Assistant - Mayor's Office

Executive Assistant - Mayor's Office

Salt Lake City Corporation • Salt Lake City, UT, US
4 days ago
Job type
  • Full-time
Job description

Executive Assistant - Mayor's Office

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.

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 executive's 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.

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 include :

  • Serving as the main point of contact for outside parties on all needs of the Mayor, facilitating timely responses.
  • Coordinating and recalibrating the Mayor's calendar on an ongoing basis.
  • Leading weekly meetings with the Mayor and select staff to review and lock the following week's schedule.
  • Consistently confirming that the Mayor has all necessary briefing, preparation and information needed.
  • Maintaining consistent communication with the Mayor's security detail.
  • Assisting in the coordination and booking of various aspects of travel for the mayor.
  • Interface with high profile individuals and delegations in their interactions with the Mayor.
  • Adhering to a rigorous set of ethics, ensuring that proper record keeping and FOIA requirements are met.
  • Reviewing and summarizing all correspondence, reports, legal and legislative dealings requiring executive action.
  • Composes correspondence, memos, reports, forms and other materials.
  • Using considerable diplomacy and communication skills in handling calls, resolving issues.
  • Performing staff support activities for mayor's cabinet meetings.
  • Regularly coordinating with administrative staff of the Mayor's Office.
  • Performing other duties as assigned.

    • Minimum requirements include :

  • Some college and a minimum of three years executive assistant experience.
  • Ability to maintain a positive, effective working relationship with diverse backgrounds.
  • Ability to communicate effectively orally and in writing.
  • Strong knowledge of modern office administration.
  • Ability to operate a personal computer and standard office software.
  • Ability to maintain legal and confidential information.
  • Possession of a valid state driver's license or Utah driving privilege card.

    • Preferred qualifications include :

  • 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 include :

  • 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.

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

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    Executive Assistant • Salt Lake City, UT, US