Executive Assistant to the Assistant City Manager

Job Description

About the Position
This is a single-position class in the unclassified service. It is an executive-level Administrative position in the City Service. The Executive Assistant to the Assistant City Manager acts as the City Manager's representative both inside and outside the organization and must utilize a high degree of sensitivity to the impact of the decisions and responsibilities of the Assistant City Manager. Emphasis of this class is in the execution of administrative detail assisting a top-level executive or other entity. This class differs from that of Administrative Assistant in that incumbents of this class are privy to confidential and sensitive information/material that may affect City policy, and often are called upon to make independent decisions and assist with the coordination of complex projects. The duties of this position, including the position(s) this role reports to, may change as needed based on administration priorities within the Office of the City Manager.
General Qualifications
Ability to manage complex schedules, multiple priorities, and deadlines in a fast-paced environment.
Strong verbal and written communication skills, with a high level of professionalism and discretion.
Proven ability to exercise independent judgment, initiative, and confidentiality in administrative matters.
Strong interpersonal skills, with the ability to build effective working relationships with officials, staff, stakeholders, and the public.
Strong organizational and analytical skills, with the ability to think logically, prioritize tasks, and manage multiple deadlines simultaneously.
Experience organizing meetings and staffing Council Committees, including agenda preparation, proofreading, and logistics coordination.
Intermediate to advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
Ability to interpret and apply policies, procedures, rules, and instructions accurately.
Ability to respond to inquiries and resolve routine public and internal issues independently.
Desirable Qualifications
Knowledge of the functions, responsibilities, and operational relationships of City of San José staff and line departments.
Ability to communicate executive priorities and directives clearly and accurately to internal and external stakeholders, including but not limited to the City Manager, City Council, Mayor, and external parties
Experience conducting independent research and synthesizing data into concise reports.
Ability to track and coordinate multiple projects simultaneously while ensuring adherence to timelines and deadlines.
Knowledge of principles of public administration, management, organizational structure, supervision, and the role of city staff and line departments in delivering municipal services.
Ability to work independently with minimal supervision while maintaining high standards of accuracy and accountability.
COMPETENCIES
Building Trust - Communicates an understanding of the other person's interests, needs and concerns; identifies and communicates shared interests and goals; identifies and communicates differences as appropriate; demonstrates honesty, keeps commitments, and behaves in an appropriate manner.
Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people's ideas and thoughts.
Computer Skills - Experienced with common business computer applications, including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.
Decision Making - Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions.
Flexibility - Makes effective decisions and achieves desired results in the midst of major changes in responsibilities, work processes, timeframes, performance expectations, organizational culture, or work environment.
Job Expertise - Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.
Multi-Tasking - Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s).
Education and Experience

Associate of Arts degree from an accredited college in business or closely related field plus five (5) years of progressively responsible work experience in the business field and/or office management.
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. Only those candidates whose backgrounds best match the position will continue to the next phase of the selection process. The first review of applications will be conducted on Monday, January 26, 2026 at 9:00 am PT. Interviews are tentatively scheduled for February 2, 2026, but the posting will remain open until the position has been filled.
You MUST answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. Answers referring to a resume will be considered non-responsive and result in disqualification.

Minimum Qualifications

Ability to manage complex schedules, multiple priorities, and deadlines in a fast-paced environment.