Executive Assistant
1 day ago
San Bruno
Job DescriptionSalary: $83,845 to $102,888 Why JoinSan BrunoPublic Works? Are you ready to make a difference with the City of San Bruno? Join us at a pivotal moment as the nextExecutive Assistantan opportunity to make a lasting impact within adynamic, fast-paced,collaborative, community-focused environment. The Public Works Department is committeddeliveringessential infrastructure and services that residents rely on every dayfrom engineering and capital projects totraffic, land development,streets, utilities, facilities, fleet, environmental compliance, and emergency response. As Executive Assistant, you will playa central rolein 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 executiveobjectives.This position mayworkbetween City Hall and the Public Works Corporation Yard. WhatYou WillDo? • Performs a wide variety of complex, responsible and/or confidential secretarial, clerical, and administrative duties for department heads, divisionheadsand other management personnel, including providing routine analytical and technical support., • Coordinatesmanagementpriorities, department initiatives, and administrative activities across divisions and with other City departments, consultants, contractors, regulatory agencies, and external partners tofacilitatecommunication, monitor follow-up, and support successful project delivery., • Maintains executive action lists and tracks assignments, commitments, milestones, and follow-up items to help ensuremanagementpriorities remain organized, on schedule, and successfully completed., • Preparesdepartmentpresentations, 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 tomaintainawareness of department priorities, initiatives, and organizationalobjectiveswhile 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, andappropriate Englishusage., • 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,equipmentand 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 andmaintainsvarious administrative, reference, and follow-up files; purges files as necessary; organizes andmaintainsdata 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 Worksoperatesand thrives in an environment where no two days are alike.Whatwerelooking for in our next Executive Assistantis: • Soundexecutive judgment and discretion, with the ability to appropriately handle confidential and sensitive matters, recognize when issues should be elevated, andexercise 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., • Strongorganization and attention to detail, with the ability to managenumerouscompeting priorities while producingaccurate, high-quality work and ensuring important tasks, commitments, and follow-up items are not overlooked., • Strongadministrativecoordination skills, with the ability to organize multiple workstreams, coordinate across divisions,facilitatecollaboration, monitor progress, and help keepinitiativesmovingforward., • Excellentwritten, 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,demonstratingsound 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,identifyingpractical solutions, and preparing materials that supportdepartmentdecision-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., • Technologyproficiency, curiosity, and innovation, with the ability to quicklyadoptnewtechnologyandsoftware,leverageartificial intelligence and other emerging technologies,identifyopportunities to improve efficiency, and continuously enhance administrative processes., • A collaborative, dependable, service-orientedapproach,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 wouldbe:Graduation from a high school or equivalent; anAssociates Degreeor advanced clerical training is highly desirable but not required, and a minimum of at least three (3) years of related experience in ahigh levelsecretarial 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 thisrepresentedposition is currently $83,845to $102,888.TheCityis 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., • Approximately80to 184 hoursofvacationper year,dependent on years of service., • 96hours ofsick leaveper yearand over 10paidholidays., • Comprehensive medical,dentaland visionplanwith choice of HMO or PPO program for employee and eligible dependents., • Defined benefit retirement programthrough CalPERS(Classic-2.7%@55 or New/PEPRA-2.0%@62). More information is available atCalPERS., • Deferred Compensation Section 457b planand City match, • Educationassistanceincludingtuition reimbursement, • Employeehome loanassistanceprogram For a listing of employee benefits, please see the Miscellaneous column in our benefits summary linkedhere. How to Apply Applications will besubmittedonline at BambooHR.Applications must be received by 5:00 pm on August 13,2026.You are encouraged to apply as soon as possible before the recruitment is closed. The City of San Brunoutilizesa merit-based selection system. Such a system is competitive and based on broad outreach efforts and equal opportunity for qualified applicants to take part in a process designed todeterminethe qualifications,fitnessand ability of competitors to perform duties of the position. Equal Opportunity Statement The City of San Bruno is an Equal Opportunity Employer (EOE) and as such does not discriminateon the basis ofage, 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 yourequirespecial accommodations, please contact us to discuss your needs.