Executive Assistant

Why Join San Bruno Public Works? Are you ready to make a difference with the City of San Bruno? Join us at a pivotal moment as the next Executive Assistant — an opportunity to make a lasting impact within a dynamic, fast-paced, collaborative, community-focused environment. The Public Works Department is committed delivering essential infrastructure and services that residents rely on every day—from engineering and capital projects to traffic, land development, streets, utilities, facilities, fleet, environmental compliance, and emergency response. As Executive Assistant, you will play a central role in helping department leadership coordinate these complex and highly visible programs. Serving as a trusted partner to department leadership, you will help coordinate communications, priorities, and follow-through to support the successful delivery of department initiatives and executive objectives. This position may work between City Hall and the Public Works Corporation Yard. What You Will Do? Performs a wide variety of complex, responsible and/or confidential secretarial, clerical, and administrative duties for department heads, division heads and other management personnel, including providing routine analytical and technical support. Coordinates management priorities, department initiatives, and administrative activities across divisions and with other City departments, consultants, contractors, regulatory agencies, and external partners to facilitate communication, monitor follow-up, and support successful project delivery. Maintains executive action lists and tracks assignments, commitments, milestones, and follow-up items to help ensure management priorities remain organized, on schedule, and successfully completed. Prepares department presentations, informational graphics, newsletters, public communications, website content, social media materials, and other communication tools supporting department initiatives and community engagement. Provides administrative support to the department or division head including the organization and maintenance of various administrative, reference, and follow up files; makes appointments and maintains a calendar, schedules and arranges for meetings and makes travel and meeting related arrangements; receives and screens visitors and telephone calls; organizes meetings by notifying participants, makes room arrangements, and prepares and posts agendas and required informational materials, attends meetings and prepares minutes; follows up on projects, transmits information, and keeps informed of pertinent activities. Works closely with department leadership to maintain awareness of department priorities, initiatives, and organizational objectives while fostering collaboration across divisions and with other City departments. Provides information and resolves moderately complex complaints which regularly requires the use of judgment and the interpretation and application of policies and procedures. Uses current computer software programs to prepare drafts of documents and finished documents; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage. Independently responds to letters and general correspondence not requiring the attention of professional personnel. Researches, compiles and summarizes a variety of informational materials from multiple sources; prepares a variety of studies, reports and related information for decision-making purposes. Composes drafts of correspondence, confidential communications, speeches, presentations, resolutions, ordinances, contracts, administrative policies, and other materials independently or from brief notes. Performs basic accounting and bookkeeping functions related to ordering supplies, equipment and services. Orders and purchases supplies for department or division; tracks projects and prepares invoices from file documents. Performs clerical duties related to department or division activities such as typing, filing, and distributing mail. Organizes and maintains various administrative, reference, and follow-up files; purges files as necessary; organizes and maintains data base files. Provides backup support for other administrative staff and performs a variety of secretarial, clerical, and customer service functions as operational needs require. Performs other duties as assigned.?? The ideal candidate enjoys learning how Public Works operates and thrives in an environment where no two days are alike. What we’re looking for in our next Executive Assistant is: Sound executive judgment and discretion, with the ability to appropriately handle confidential and sensitive matters, recognize when issues should be elevated, and exercise sound independent judgment. Anticipation, situational awareness, and proactive support, with the ability to maintain a strong pulse on department activities, anticipate executive needs, identify next steps, and take initiative to keep priorities organized and moving forward and take initiative to keep priorities organized and moving forward before direction is needed. Strong organization and attention to detail, with the ability to manage numerous competing priorities while producing accurate, high-quality work and ensuring important tasks, commitments, and follow-up items are not overlooked. Strong administrative coordination skills, with the ability to organize multiple workstreams, coordinate across divisions, facilitate collaboration, monitor progress, and help keep initiatives moving forward. Excellent written, verbal, and visual communication skills, including the ability to prepare professional correspondence, presentations, informational graphics, newsletters, social media content, and other materials that effectively communicate department initiatives to a variety of audiences. Political awareness and professionalism, demonstrating sound judgment, diplomacy, and professionalism when interacting with elected officials, executive leadership, employees, consultants, contractors, residents, and community stakeholders. Strong analytical and problem-solving abilities, including researching issues, synthesizing information from multiple sources, identifying practical solutions, and preparing materials that support department decision-making. Adaptability, resilience, and comfort with changing priorities, with the ability to remain organized, resourceful, and effective in a fast-paced environment where priorities shift, urgent issues arise, and multiple high-profile projects are occurring simultaneously. Technology proficiency, curiosity, and innovation, with the ability to quickly adopt new technology and software, leverage artificial intelligence and other emerging technologies, identify opportunities to improve efficiency, and continuously enhance administrative processes. A collaborative, dependable, service-oriented approach, with a commitment to professionalism, teamwork, continuous improvement, building trusted relationships, and consistently delivering high-quality work. Minimum Qualifications Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: Graduation from a high school or equivalent; an Associate’s Degree or advanced clerical training is highly desirable but not required, and a minimum of at least three (3) years of related experience in a high level secretarial position with responsibility for providing administrative support to executive and/or political personnel. Possession of and maintenance of a California Driver's License. Compensation The annual salary range for this represented position is currently $83,845 to $102,888. The City is proud to offer a competitive total compensation package with the following highlights: Wellness-focused schedule and paid time off (PTO) program 4-day workweek (Monday through Thursday, 9-hours per day) with a 3-day weekend every week. Approximately 80 to 184 hours of vacation per year, dependent on years of service. 96 hours of sick leave per year and over 10 paid holidays. Comprehensive medical, dental and vision plan with choice of HMO or PPO program for employee and eligible dependents. Defined benefit retirement program through CalPERS (Classic-2.7%@55 or New/PEPRA-2.0%@62). Deferred Compensation Section 457b plan and City match. Education assistance including tuition reimbursement. Employee home loan assistance program. Equal Opportunity Statement The City of San Bruno is an Equal Opportunity Employer (EOE) and as such does not discriminate on the basis of age, race, color, sex, gender, religion, ancestry, physical or mental disability, marital status, sexual orientation, or national origin in its employment actions, decisions, policies and practices. If you require special accommodations, please contact us to discuss your needs. #J-18808-Ljbffr