Executive Assistant (City Attorney's & City Manager's Office)

Executive Assistant

The City of Pittsburg, CA is seeking an experienced, highly organized, and exceptionally discreet Executive Assistant to provide high-level administrative, executive, and legal support to the City Attorney's and City Manager's Offices. The Executive Assistant will manage sensitive information, coordinate complex schedules and communications, prepare and process important City documents, support legal and administrative matters, and interact regularly with elected officials, government representatives, employees, community organizations, and the public. This position will provide administrative support to the City Attorney's Office and City Manager's Office.

The ideal candidate brings sound judgment, diplomacy, initiative, and exceptional attention to detail. The candidate will be trusted to recognize priorities, anticipate needs, protect confidential information, and independently move work forward with limited day-to-day direction. Duties include assisting with office coordination, managing correspondence, maintaining detailed files, assisting in maintaining and preparing contracts, resolutions, ordinances, staff reports, and court pleadings; conducting legal research and working with a high degree of accuracy, tact, and initiative. An experienced individual with attention to detail, exceptional customer service skills and strong office and computer skills is desired.

No two weeks will be exactly alike. Priorities can change quickly based on City Council business, legal deadlines, public inquiries, emerging issues, and requests from City leadership. Throughout the week, the incumbent can expect shifting priorities, urgent requests, and opportunities to exercise independent judgment. The ability to remain calm, organized, professional, and responsive is essential.

The position may require evening and weekend work and attendance at meetings before or after normal business hours, depending on City business and operational needs. The person appointed to this classification is an "at-will" employee.

We are looking for someone who is:

• Discreet: Trusted with highly confidential legal, personnel, labor, litigation, and executive information.
• Highly organized: Able to manage numerous deadlines, documents, calendars, and priorities simultaneously.
• Proactive: Anticipates needs and takes appropriate action without waiting for detailed instructions.
• Diplomatic: Comfortable interacting with elected officials, executives, attorneys, employees, and members of the public.
• Detail-oriented with proofreading: Produces accurate, polished, and professional work.
• Adaptable: Can shift priorities quickly while maintaining quality and professionalism.
• Independent: Exercises sound judgment and knows when to seek direction.
• Service-oriented: Approaches colleagues and members of the public with patience, respect, and professionalism.
• Experienced: Previous administrative/office experience that includes supporting executive leadership is desirable.
• Technical: Experienced in Microsoft Office, Adobe, Canva and comfortable working in other software such as Tyler Munis and Achieve IT is desirable.
• Superb written and verbal communication: Able to communicate clearly, concisely, and persuasively across email, phone, and social channels. Skills in marketing and outreach is desirable.

Examples of Duties

Responsibilities may include, but are not limited to:

• Provide sophisticated administrative and confidential support to the City Attorney, City Manager, City Council, and assigned staff.
• Manage complex calendars, coordinate meetings, and anticipate scheduling conflicts and competing priorities.
• Screen calls, visitors, correspondence, and requests for information; determine appropriate referrals and follow-up.
• Prepare, proofread, format, and distribute correspondence, reports, presentations, forms, and other official documents.
• Manage incoming and outgoing mail, records, confidential correspondence and process invoices.
• Coordinate travel arrangements, conference registrations, meetings, civic functions, and special events.
• Maintain organized and accessible files, manuals, reference materials, and electronic records in accordance with City policies and retention requirements.

• Prepare, format, proofread, and process legal documents, agreements, contracts, resolutions, ordinances, staff reports, correspondence, and other official City documents.
• Provide administrative support for City Council meetings and related activities.
• Assist with the preparation and processing of contracts, agreements, resolutions, ordinances, and other documents requiring knowledge of legal terminology, formats, and procedures.
• Conduct research and compile information for legal, administrative, and policy-related matters.
• Assist in monitoring lawsuits, claims, potential liability matters, and related deadlines.
• Compile and organize supporting documentation in response to legal document requests.
• Assist with Public Records Act requests, subpoenas, discovery responses, insurance matters, and bond reviews.
• Organize and maintain legal reference materials and law library resources.
• Support special projects, policy implementation, administrative procedures, and cross-department initiatives.

• Serve as a professional liaison between the City Attorney's Office, City Manager's Office, City Council, City departments, public agencies, community organizations, attorneys, businesses, and members of the public.
• Respond to inquiries and complaints with professionalism, tact, and sound judgment.
• Interpret and explain applicable City policies, procedures, and administrative requirements within established guidelines.
• Coordinate responses and facilitate resolution of issues when appropriate.
• Communicate information clearly and appropriately to elected officials, executives, employees, attorneys, and members of the public.
• Represent the City with professionalism, integrity, discretion, and a spirit of cooperation.

• Help establish efficient administrative processes and facilitate communication between the City Manager's Office, City Attorney's Office, and other departments.
• Foster a workplace culture grounded in integrity, service, inclusion, collaboration, and accountability.
• May provide technical or functional supervision to assigned administrative support staff.
• May assign, train, coordinate, and review the work of support staff.

Qualifications

Any combination of education, experience, and training that would provide the best qualified candidates. A typical way to obtain the knowledge and abilities would be:

Education: Possession of the equivalent to an associate's degree from an accredited college or university with major coursework in business or public administration or another field of study applicable to the responsibilities and requirements of this job class.

Experience: Three (3) years of progressively responsible experience performing technical, and administrative support involving significant public contact, preferably in a municipal or similar setting, performing the typical tasks of this position.

Special Requirements: Possession at the time of hire and continued maintenance of a valid California Class C driver's license is required. Possession of certification as Notary Public is desirable.

Knowledge of:

• Local government organizational structure, including the role and responsibilities of the City Manager, City Attorney, an elected City Council, and boards and commissions.
• Recordkeeping, and research methods; principles and practices of legal support functions; legal research techniques and legal concepts, terminology, forms, and documents.
• Modern office practices, methods, and computer equipment including relevant software programs.
• Oral and written communication skills; business English including vocabulary, spelling, and correct grammatical usage and punctuation.
• Safe work practices.
• Principles and practices of excellent customer service.

Ability to:

• Interpret and apply City policies, procedures and rules.
• Understand and carry out oral and written instructions and prioritize workload to meet deadlines.
• Compile data and write clear and comprehensive reports and correspondence.
• Plan, assign and review work of support staff.
• Compile and maintain complex and extensive records and prepare reports and conduct research.
• Read, write and comprehend the English language at a level necessary for effective job performance exercising correct English usage, vocabulary, spelling, grammar and punctuation.
• Set priorities and meet critical deadlines.
• Handle information of a sensitive and confidential nature; maintain confidentiality and exercise a great deal of discretion.
• Independent judgment; supervise, train, motivate and evaluate support staff;
• Analyze situations and identify an effective course of action to solve inquiries, problems and complaints.
• Represent the City Manager's office by speaking at public engagements when necessary.
• Communicate effectively, tactfully and positively in both oral and written form.
• Operate and use modern office equipment and technology, including computers and applicable software.
• Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
• Utilize