Senior Executive Assistant

Job Description:

Senior Executive Assistant

Description

Description

Understanding that people are the foundation for success, the City of Irvine offers a workplace culture that embraces Humility, Innovation, Empathy, Passion, and Integrity.

This position will coordinate and perform a variety of highly responsible, confidential, and complex operational and administrative support functions for the City Manager. The Senior Executive Secretary is responsible for scheduling appointments including identifying priorities, accommodating unanticipated changes, and effectively communicating adjustments. This position works in a fast-paced and dynamic environment.

The ideal candidate will demonstrate excellent customer service, communication, and problem-solving skills. This individual will enjoy diversity in job assignments, multi-tasking, prioritizing, analyzing situations accurately, and resolving routine and complex issues. This individual must have a strong ability to change direction frequently and accurately. In addition, the ideal candidate must be enthusiastic, professional, and have a strong work ethic.

An eligibility list will be created to fill the City Manager's Office vacancy and may be used to fill future vacancies. This eligibility list will expire on 07/08/2026.

Your Impact

• Assists the City Manager regarding office operations.
• Prepare agendas for meetings with the City Council and Directors. Records minutes and distributes notes.
• Acts as liaison between City Manager/City Council/Directors/City staff, and the public. Screens telephone calls, visitors, and mail. Drafts responses to inquiries. Assists the City Council with requests for information.
• Coordinates and schedules City Manager's appointments.
• Assists the Assistant City Manager in City Manager's absence.
• Monitors assignments delegated to other staff by the City Manager.
• Drafts responses to routine correspondence. Drafts cover memo for weekly or frequent activity reports. Coordinates information packets to City officials and Directors.
• Takes and transcribes dictation for letters, memos, and reports. Types a variety of material from rough draft. Reviews, letters, reports, and memos prepared for the City Manager's signature.
• Performs office management tasks such as prioritizing tasks/projects, allocating resources and assigning tasks.
• Prepares weekly Directors' meeting agenda. Attends Directors' meeting and takes, transcribes, and distributes notes.
• Coordinates the Inter-City Liaison Committee meeting on behalf of the City Manager and Council.
• Acts as liaison for clerical staff and management.
• Supervises, trains and evaluates subordinate personnel as assigned. Recommends hiring of support staff.
• Consults with Executive Assistants and Administrative Assistants regarding issues facing the city.
• May serve as Recording Secretary to boards or professional associations. Prepares agendas/background material. Takes and transcribes notes.
• Perform Executive Assistants’ tasks in their absence.
• Find additional job description information Class Specifications | Senior Executive Assistant | Class Spec Details

Best Fit

• Advanced communication skills and positive demean when working with all levels of the organization, including multiple layers of management and administrative teams.
• Experience handling confidential information and using discretion, while providing exceptional customer service to internal and external customers.
• Highly organized, detail-oriented, and efficient, with excellent time management and multi-taking skills.
• Proven track record of outstanding customer service, situational awareness, sound judgement, and relationship building.
• Displays flexibility to adapt to changing priorities and thrives in a dynamic environment.

Minimum Qualifications

Associate’s degree in office management or related field with six years for increasing responsible secretarial experience or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

• Must possess a valid California driver's license.

Your Team

The City Manager's Office manages the activities and operations of the City, ensuring the provision of exceptional quality services. As a Council-Manager form of government, the City Manager's Office is responsible for the implementation of policy decisions established by the Irvine City Council. The City Manager's Office includes legislative support, budget development and strategic planning, economic development, social services, and legal service functions of the City.
The Mission of the Employees of the City of Irvine is to create and maintain a community where people can live, work, and play in an environment that is safe, vibrant, and aesthetically pleasing. We are one team that exists to serve our community in the continual pursuit of a City that offers an exceptional quality of life. The City of Irvine’s five values of Humility, Innovation, Empathy, Passion, and Integrity reflect the interests and needs of the community, and the level of service they expect and desire. We are One Irvine through embrace of a team-oriented approach by living our values every day.

The Process
The selection process will include an examination and conduct a background investigation prior to appointment. This recruitment may establish an eligibility list to fill future positions in similar and/or lower classifications within the organization.

Equal Opportunity Employer
The City of Irvine is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities. We encourage you to inform Human Resources at least two business days prior to the first phase of the selection process if you have a disability that may require an accommodation



Closing Date/Time: 7/8/2025 5:00 PM Pacific

Salary:

$93,121.60 - $146,494.40 Annually