Executive Assistant

The role of the Executive Assistant in the City Manager's Office (CMO) is to provide confidential administrative support duties for the City Manager, City Council, Deputy City Managers, and the City Manager's Office staff.

Distinguishing Characteristics: The Executive Assistant to the City Manager is a single position classification and is the highest administrative assistant classification in the City. The primary responsibility is to manage the administrative work of the City Manager's Office and to provide confidential administrative support to the City Manager, Mayor, City Council, and Deputy City Managers. Responsibilities require tact, discretion, diplomacy, initiative and independent judgment, as well as knowledge of City activities, procedures, and policies. This class is distinguished from other office administrative classes in that the nature, scope, and diversity of responsibilities require a broader understanding of City functions and the competence to perform duties that require the exercise of confidentiality, discretion, and independence with respect to matters of significance.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Provides primary administrative support of a highly complex, responsible, and confidential nature to the City Manager, Mayor, City Council, and Deputy City Managers.
• Supports the Directors Executive Team by preparing agendas and meeting notes.
• Assists in drafting correspondence, preparing presentations, and other materials.
• Manages complex calendars and schedules appointments for the City Manager, Mayor, City Council, Deputy City Managers, and City Manager's Office staff.
• Ensures the timely preparation of necessary meeting arrangements (e.g., meeting room reservation, meal service, room setup, etc.), agendas, and materials; remains flexible with last-minute schedule changes and urgent meeting requests.
• Prepares and processes purchase requisitions and purchase orders utilizing City's financial management system to order office supplies, furniture, printing, and other items. Assists with budget data entry and provides budget information as needed by staff. Handles various accounting related activities including employee reimbursement, petty cash requests, paying monthly bills, City credit card reconciliation, registering City Council and staff for training and processing payment.
• Prepares accurate semi-monthly payroll for the CMO. Tracks and prepares Personnel Action Forms (PAFs) for terminations, step increases, vacation increases, etc.
• Participates and supports personnel activities such as interviewing, selection, training programs, and performance evaluations; provides administrative oversight with volunteers, interns, and on-call staff.
• Provides timely information, referral, assistance, and follow-up in response to resident and staff requests, inquiries, and complaints. Notifies other department representatives as needed to resolve complaints or address inquiries. Tracks inquiries through the City's customer relationship management system.
• Plans, budgets, and coordinates the use of outside facilities and vendors for special events, such as Town Halls; Community Forums; City Council, Director, and Manager retreats; and a variety of ad hoc events.
• Conducts research, develops options or solutions, and makes recommendations on a variety of administrative problems and concerns; participates in management level decision-making by advising on policies, programs, and actions.
• Represents the City Manager's Office on internal committees and groups such as the Administrative Geniuses and the Customer Experience Team, including leading the Directors Administrative Team.
• Coordinates official appearances for the Mayor, City Council, and City Manager; ensures appropriate staff are available to support appearances.
• Makes travel arrangements for City Council, City Manager, and City Manager's Office staff.
• Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.

• Performs functions as assigned in the City's emergency response plan in the event of an emergency.

Why Kirkland?

Ranked as one of the most livable cities in America, Kirkland is an attractive and inviting place to live, work, and visit. We have big city vision while maintaining a small-town, community feel. If you are a candidate with the desire to join an organization looking to innovate into the future, the City of Kirkland is the place for you!

If you ask our employees why they love where they work, they will tell you about the great people, work environment, supportive leadership and City Council, and fearless innovation.

We also invest in you!

Competitive Wages: We strive to maintain competitive compensation packages and work to provide wages that meet the knowledge, skills, and abilities of our employees.

Awesome benefits: The City offers benefits that are unmatched by most other employers. Please click on the benefits tab above to view more details.

Childcare Programs: To help address the challenge of finding reliable childcare, the City of Kirkland has reserved spots for City employees at local and regional providers, available at a discount. New employees gain access to Kirkland's reserved spots as soon as they start employment. Learn more!

Training and Career Development: The City of Kirkland believes in developing it's employees. You will have access to training opportunities designed for career development and advancement based on your position, skills, and interests.

• Adept in Technology: Expert proficiency working with Windows-based software, particularly advanced level Microsoft Office Suite skills especially in Outlook, Word, and PowerPoint. Experience using a customer relationship management (CRM) system, customer service platform, or virtual help desk. Ability to setup and host Zoom meetings and webinars, including managing meeting and webinar registration.
• Strong verbal and written communication: Ability to communicate positively and effectively with a professionally and culturally diverse workforce as well as with executives, community-based organizational groups, and government agencies. Exceptional written and oral communication skills.
• Strong organizational skills: Detail-oriented, able to multi-task, adheres to tight deadlines.
• Anticipate needs: Ability to anticipate the needs of the City Manager, Council, and Deputy City Managers and complete important tasks without being asked.
• Self-motivated: The ability to take initiative, work independently and on teams, and be productive with minimal oversight.
• Experience supporting an Executive: Experience providing senior level administrative support to executives with proven aptitude to manage numerous confidential documents and issues on behalf of an executive.
• Project management: Exemplary organizational and project-management skills with demonstrated ability to respond quickly to changing priorities.
• Flexibility: Ability to work flexible hours, weekends, and attend evening meetings as required.

Minimum Qualifications:

• Education: Associate's degree in office administration or related discipline.
• Experience: 5 years of general office experience, including 2 years of administrative experience supporting an executive.
• Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.

• Must have a valid Washington State Driver's license and ability to remain insurable under the City's insurance to operate motor vehicles.

Physical Demands and Working Environment:
Position functions in a typical office environment. Position occasionally requires travel, primarily in and around Kirkland, outside of regular office hours to prepare for off-site meetings and special events. Must be able to lift up to 20 pounds.

Position requires a resume and cover letter for consideration of application. Please note how you meet minimum qualifications within the cover letter. Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail. Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled. Position is open until filled, with first review of applicants made by 15th day of original posting.

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call 425-587-3210 or Telecommunications Device for the Deaf at 711.