Executive Assistant to the City Manager and Administrative Supervisor

Salary Range

6,990.00 - 10,486.00

Job Summary

We’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, 2026

Job Details

Essential 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 responsibilities
• Participate 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 needed
• Perform other duties and responsibilities as assigned.

Qualifications

Experience and Education

• Four (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 Skills

• Advanced 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 archives
• Advanced skills in virtual meeting programs (e.g. GoToMeeting, Microsoft Teams, Zoom)

Knowledge

• Advanced communication practices including English usage, excellent composition, spelling, grammar and punctuation skills; formatting and proofreading; oral communications, electronic communications
• Principles of supervision, training and performance evaluation
• Local and State laws relevant to City Council affairs, including meeting and public hearing notice requirements and approval processes; and Roberts Rules of Order
• Legal