Executive Assistant to the City Manager

Big role. Big impact. One of the BEST cities to work for!

Are you a highly motivated and mission-driven administrative professional who thrives at the center of action Apply today to join our team as an Executive Assistant.

About the Role

The City of Palo Alto is seeking an experienced Executive Assistant to provide direct administrative support to the City Manager. This position is well suited for a senior-level administrative professional who is comfortable working at the executive level and who brings sound judgment discretion and strong organizational skills to their work.

The Executive Assistant serves as a trusted partner within the City Managers Office and works closely with executive leadership department directors City Council members staff throughout the City and community members. This role supports the preparation coordination and flow of information that enables effective leadership and informed decision-making at the highest levels of City government.

The position involves managing a wide range of confidential complex and time-sensitive administrative responsibilities and serving as a professional point of contact for the City Managers Office with internal and external stakeholders.

Ideal Candidate

The ideal candidate is highly organized detail-oriented and comfortable working in a high-responsibility and often high-paced executive environment. They demonstrate sound judgment strong communication skills and a high degree of integrity and serves as a leader among administrative staff throughout the City. Success in this role requires the ability to manage competing priorities work independently with minimal direction and respond thoughtfully and efficiently to time-sensitive matters.

About the City Managers Office

The City Managers Office provides strategic leadership and professional management to the City organization and works closely with the City Council to develop and implement policies that maintain and enhance Palo Altos quality of life. Ed Shikada has served as Palo Altos eighth city manager since December 2018.

The office plays a central role in coordinating City Council actions facilitating interdepartmental initiatives and ensuring alignment between Council priorities and City operations. It serves as a hub for executive coordination communication and decision-making across the organization.

About Palo Alto

Palo Alto is a full-service city located in the heart of Silicon Valley and is widely recognized for strong governance thoughtful public administration and a highly engaged community. The City provides a comprehensive range of municipal services and is consistently recognized as innovative well managed and fiscally sound including being one of a small number of California cities with a AAA bond rating.

Working for the City of Palo Alto means contributing to an organization that values professionalism accountability and public service. Employees are supported in doing meaningful work that directly impacts the quality of life for the community and the effectiveness of City operations.

• Competitive compensation plan and comprehensive benefits

• A collaborative values-driven workplace

• Professional development opportunities and other perks

• The chance to make a real impact in public service at the executive level

In this role the Executive Assistant will:

• Serve as a trusted administrative partner to the City Manager by managing a complex calendar coordinating meetings (both in-person and virtual) and ensuring materials are accurate timely and well organized
• Anticipate administrative and logistical needs by organizing briefings and supporting the City Managers readiness on issues involving the City Council executive leadership and other stakeholders using standard office and collaboration technologies
• Screen and manage incoming calls emails mail and visitors; independently resolve routine matters and route others appropriately
• Prepare and finalize confidential correspondence reports presentations and other materials using Microsoft Office and related productivity tools
• Maintain organized records related to City Manager and City Council matters including public records requests
• Coordinate communication and follow-up on assignments between departments City Council and the City Managers Office
• Assist with special projects and interdepartmental initiatives requiring coordination and follow-through
• Maintain departmental fiscal records including purchasing invoices expense claims and credit card reconciliation
• Coordinate travel special meetings and City-sponsored events including virtual and hybrid meeting logistics

To read the full description of the job classification click here.

Sufficient education training and/or experience to demonstrate possession of the required knowledge and skills typically acquired through:

Education:
Bachelors degree in Business Administration Public Administration Business Management or a related field.

Experience:
Three years of journey-level experience related to the area of assignment; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.

Why This Role

This position offers the opportunity to work closely with City leadership and contribute to the effective operation of one of the Bay Areas most respected municipal organizations. For an experienced Executive Assistant who values purpose professionalism and meaningful public service this role provides a rewarding and respected place to apply and grow your expertise.

Tentative Recruitment Schedule (may be subject to change):

Application Opens Monday January 6^th
Application Closes Wednesday January 21^st
Panel Interview & Written Assessment week of February 2^nd
Final Interview week of February 2^nd