Executive Assistant to the City Manager's Office and Administrative Supervisor

Salary Range6,990.00 - 10,486.00Job SummaryWe’re currently recruiting for an Executive Assistant to the City Manager and Administrative Supervisor. The primary responsibilities for the job are to supervise, coordinate, and perform a wide variety of responsible and complex administrative support duties for the City Manager, Mayor and City Council. The individual will serve as Office Manager for the City Manager’s Office, provide supervision of clerical staff, and provide information and assistance to City personnel and the public regarding the City Manager and Mayor.This is a full-time, regular, exempt position. The regular schedule for this position is Monday through Friday 8 am – 5pm but could vary due to Council and/or community meetings and/or events.Due to the high-profile nature of this role and the necessity for close collaboration with key stakeholders and staff, this position requires on-site presence at our office.First review of applications on June 15, 2026Job DetailsEssential Functions:Ability to provide a high level of customer service at all times; project and maintain a positive image on behalf of the City of Vancouver.Manage office support functions; plan, prioritize, assign, supervise and review the work of assigned personnel.Select, train, motivate and evaluate assigned staff; provide or coordinate staff training, work with employees to correct deficiencies; implement discipline procedures.Participate as a member of the Citywide Leadership Team.Recommend improvements in workflow, procedures and use of equipment and forms.Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilitiesParticipate in the duties relating to administration of a department; assist in preparing comprehensive reports, preparing minutes of meetings, compiling annual budget requests, recommending expenditure requests for designated accounts, and monitoring approved budget accounts.Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs administered by the position or by the manager; write reports which present and interpret data, identify alternatives and make and justify recommendations.Maintain personnel and payroll records; process paperwork for personnel actions including new hires, terminations and promotions; coordinate recruitment process with Human Resources; monitor performance evaluation dates and provide appropriate forms to staff.Assist in a variety of department operations; perform special projects and assignments as requested.Maintain calendars of department activities, meetings and various events, coordinate activities with other City departments, the public and outside agencies.Organize and oversee complex technical filing systems.Independently compose correspondence related to assigned responsibilities.Serve as secretary to various committees and commissions; may take and transcribe meeting minutes.Operate a variety of office equipment including a computer.Assist in the drafting and implementation of department policies and procedures.Coordinate travel arrangements for department staff as neededPerform other duties and responsibilities as assigned.QualificationsExperience and EducationFour (4) years of increasingly responsible administrative and clerical experience including at least two years of supervisory responsibility and executive or elected level administrative support.Equivalent to an associate’s degree from an accredited college or technical school preferred in public administration, communications, business or related field.Equivalent combinations of education and experience may be considered.Computer SkillsAdvanced skills in Microsoft Office software including Word, Excel, Outlook and PowerPoint, Publisher; operate projector and laptop; ability to learn new technology; ability to update websites and maintain electronic archivesAdvanced skills in virtual meeting programs (e.g. GoToMeeting, Microsoft Teams, Zoom)KnowledgeAdvanced communication practices including English usage, excellent composition, spelling, grammar and punctuation skills; formatting and proofreading; oral communications, electronic communicationsPrinciples of supervision, training and performance evaluationLocal and State laws relevant to City Council affairs, including meeting and public hearing notice requirements and approval processes; and Roberts Rules of OrderLegal requirements pertaining to public meetingsTechnical knowledge or skills related to agenda management systems, SharePoint, creation and management of virtual meetings, and website maintenanceDocument execution procedures, including familiarity with electronic signature systems such as DocuSign and AirliftPrinciples and procedures of record keeping, including knowledge of public records requirements as well as general document tracking systems (staff report numbers, resolution and ordinance numbers)Principles and procedures of record keeping and reportingAdvanced technical training in secretarial and clerical practices; template management; office procedures, computer equipment and software; electronic records management, use of internet and websiteModern office procedures, methods and computer equipmentUse of personal computers and basic softwareAbilitiesPerform highly advanced administrative and clerical work involving a high level of independent judgement and decision making and personal initiativeDemonstrate highly advanced communication skills both orally and writtenMaintain a high degree of confidentiality and discretionDemonstrate strong project management, problem-solving and teamwork skills; meet and manage deadlines with appropriate discernment of priorities and the need for flexibilityWork independently. Set priorities and organize work to accomplish complex tasks efficiently and accurately within stringent deadlinesWork on several projects concurrently in a busy office environmentParaphrase complex statements and issues for meeting minutesUse judgment to interpret and adapt guidelines in specific situations; analyze results, recognize the need for changes, and recommend changesUnderstand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilitiesEstablish and maintain professional, cooperative working relationships with staff across the organization to assist in department scheduling needs balanced with Council priorities and interestsSet and enforce priorities and deadlines for staff across the organizationProfessionally interact with members of the public, City management staff and elected officials in a public settingHigh ability to problem-solve in relation to dynamic and shifting calendar and use judgement to independently analyze specific scheduling requests in the context of the whole calendarSet and communicate deadlines with staffHigh level of attention detailWork late evenings at Monday Council meetingsWork occasional weekend days at all-day Council retreatsOperate a personal computer and appropriate softwareWork in a manner consistent with the City of Vancouver’s Operating PrinciplesWork and act as a team player in all interactions with other City employeesProject and maintain a positive image with those contacted in the course of workDevelop and maintain collaborative and respectful working relationships with team members and othersConsistently provide quality serviceMaintain regular and dependable attendanceDemonstrate a commitment to valuing differences among people and to being inclusiveShow the utmost respect for others, and act as a team playerPromote safety as a guiding principle and a regular practice in accomplishing work by focusing on safe practices and complying with safety and health policies and procedures.Recognize unsafe conditions which may be hazardous to an employee or to the public.Works in safe and responsible manner; not putting self or others at risk. Complies with applicable policies and procedures including but not limited to using personal protective equipment, observing warning signs, learning about potential hazards, and reporting all unsafe conditions.Responsible for ensuring a safe workplace in compliance with applicable policies, procedures and regulations. Ensures supervised employee review of the City Core Accident Prevention Plan, relevant safety policies and procedures, and training on illness and injury response and specific job-related safety concerns. Reports and appropriately escalates all safety issues and all injuries.This position is subject to successful completion of a pre-employment reference check and a basic criminal background check.The City of Vancouver is committed to advancing equity and creating a welcoming and inclusive workplace. We recognize that progress depends on more than just a verbal commitment; it depends on making meaningful organizational change. We developed and continue to develop strategies to enhance employee-centered programs, eliminate recruitment and advancement barriers, elevate employee understanding of DEI and cultural competency and build an inclusive and welcoming place to call work. We hope you’ll consider joining us on the journey!Safety: The City of Vancouver believes every employee plays a role in maintaining a safe workplace. The City of Vancouver promotes safety as a guiding principle and practice and accomplishes work by creating safe work environments, complying with safety and health policies and procedures and consistently seeking improvements that support operational excellence.Diversity and Inclusion: At the City of Vancouver, we value and foster a workplace comprised of people with a range of different backgrounds, experiences and cultures. We recognize that a diverse and inclusive team is key to innovation, effectiveness and a positive culture. We are proud to be an Equal Opportunity Employer.Equal Employment Opportunity Statement: The City of Vancouver is dedicated to maintaining a work environment that extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability sexual orientation or gender identity. Employment decisions will be made to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of equity and nondiscrimination.Veterans’ Preference: Under Washington law, qualified veterans may be eligible for Veterans’ preference when applying for City of Vancouver positions. Honorably discharged Veterans, their surviving spouses or spouses of honorably discharged Veterans with a permanent and total service-connected disability who would like to be considered for a Veterans’ preference for this job should provide the qualifying documents as instructed during the application process.ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the City can reasonably provide them without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call View phone number on click.appcast.io or email View email address on click.appcast.io Posting End DateOpen Until Filled #J-18808-Ljbffr