Executive Assistant to the City Manager

The City of San José is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of San José is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at View phone number on click.appcast.io, 711 (TTY), or via email at View email address on click.appcast.io. About The Department The City Manager’s Office provides strategic leadership that supports the Mayor and City Council in making public policy decisions and ensures the organization is delivering cost‑effective services that meet the needs of our community with the highest standards of customer service. The Office also guides fiscal and change management, workforce building, and long‑term, data‑driven strategy development. Five foundational strategic support areas include delivering excellent customer service; closing racial and social inequities; structurally balancing the General Fund; driving organizational performance; and making San José a great place to work. About The Position The Executive Assistant to the City Manager is a senior administrative role that partners directly with the City Manager. The role requires strong execution, sound judgment, situational awareness, and the ability to navigate complexity with confidence. The Executive Assistant is a trusted representative in interactions within and outside the organization, exercising discretion and sensitivity around executive‑level actions to support timely decision‑making that impacts City services, priorities, and outcomes. Position Duties Supports senior and executive‑level leadership in a fast‑paced, high‑demand environment by managing priorities, workflows, and sensitive matters with a high degree of accuracy, accountability, and discretion. Coordinates and manages complex administrative and operational processes, including information flow, scheduling, and competing deadlines, to ensure continuity and efficiency of executive‑level operations. Anticipates needs, identifies issues, and proactively resolves challenges with minimal direction, exercising sound judgment in high‑impact or politically sensitive situations. Prepares, reviews, edits, and refines executive‑level materials, including briefings, reports, correspondence, and presentations, ensuring clarity, accuracy, and alignment with leadership priorities. Organizes and coordinates high‑level meetings and engagements, including agenda development, material preparation, logistics, and follow‑up actions. Facilitates coordination across departments, teams, and external stakeholders to advance initiatives, ensure alignment, and track progress on key priorities, deadlines, and deliverables. Interprets, applies, and communicates policies, procedures, and executive direction to support informed decision‑making and consistent organizational practices. Serves as a liaison and representative in interactions with internal and external stakeholders, handling inquiries, issues, and communications with professionalism and discretion. Translates executive priorities into coordinated actions and supports the implementation of high‑visibility initiatives involving multiple stakeholders and competing timelines. Establishes, maintains, and ensures compliance of records, filing systems, and administrative procedures in accordance with organizational and legal requirements. Utilizes Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) or equivalent tools to manage communications, develop materials, and support operational needs. Other duties as assigned. Minimum Qualifications Minimum Education and Experience Qualification Completion of high school or GED and six (6) years of increasingly responsible secretarial experience including one (1) year of experience performing work of a similar nature and level as an Administrative Assistant with the City of San José. Desirable Education and Experience Qualification Associate of Arts degree or a Bachelor’s degree from an accredited college plus five (5) years of progressively responsible work experience in the business field and/or office management. Other Qualifications Knowledge of the functions, responsibilities, and operational relationships of City of San José departments and leadership structure. Knowledge of principles of public administration, organizational dynamics, and the role of municipal government in delivering services. Ability to coordinate, guide, or provide oversight to administrative functions or support staff, as needed, to maintain effective office operations. Desired Qualities for This Position Executive‑Level Communication and Relationship Management – Builds trust and credibility through professionalism, discretion, responsiveness, and integrity. Proactive and Analytical Problem Solving – Anticipates needs, identifies issues early, and develops practical solutions with minimal direction. Organization and Multi‑Task Management – Highly organized self‑starter who effectively manages competing priorities, multiple projects, and rapidly changing demands in a high‑volume executive office environment. Technical and Administrative Expertise – Demonstrates advanced proficiency with Microsoft Office Suite and common business technologies. Adaptability and Initiative – Responds effectively to changing priorities, deadlines, and organizational needs. Professional Knowledge and Judgment – Demonstrates strong knowledge of administrative best practices, organizational procedures, and applicable policies and regulations. Selection Process The selection process will consist of an evaluation of the applicant’s training and experience based on the resume and responses to the job‑specific questions. Interview dates are tentatively scheduled for Friday, May 29, 2026 (9‑A.M.–11‑A.M.) and Monday, June 1, 2026 (3‑P.M.–5‑P.M.). Contact Edwin Huertas (CMO Senior Executive Analyst) at View phone number on click.appcast.io or View email address on click.appcast.io with questions about the position. #J-18808-Ljbffr City of San José