Executive Assistant - Mayor's Office

Position Title:

Executive Assistant - Mayor's Office

Job Description:

Under the administrative direction of the Mayor and Chief of Staff, incumbent performs advanced secretarial and administrative support for the Mayor of Salt Lake City. Assignment of duties includes work of a confidential or complex nature, exposure to sensitive information and contacts requiring considerable discretion, sound judgment, tact and diplomacy.

This is an appointed, at-will position without tenure and exempt from the career service system.

About the Position:

This individual will be responsible for coordinating a complex and dynamic scheduling, calendar and preparatory process for the Mayor, including scheduling meetings, reviewing requests, coordinating travel, and quickly pivoting as critical needs arise. This individual will also be responsible for responding to certain correspondence and ensuring that communications make their way to appropriate parties for follow up.

Communicates with elected officials, executives, administrative and line management, as needed, to convey information. Maintains sensitive files and records. Exercises discretion and independent judgment while handling administrative tasks on the executive’s behalf.

This announcement will remain open until the position is filled and may close at any time without notice. Early application submission is strongly encouraged.

Position Salary Range:

$70,644 to $95,577, depending on education and experience.

Use our total compensation calculator to explore your earning potential in this role!

This position is eligible for full city benefits, including:

• Health Insurance (95% of premium paid by city)

• Dental, Vision and Life Insurance

• Paid vacation and personal leave

• Six to twelve weeks of paid parental leave from day one of employment

• Retirement contributions toward a pension plan and/or 401(k)

• A robust Employee Assistance Plan (EAP)

• Up to $4,000 tuition reimbursement annually

• Discounted supplemental benefits like pet insurance and legal services

Key Responsibilities:

• Serve as the main point of contact for outside parties on all needs of the Mayor, facilitating timely responses to those asks after coordinating with the Mayor and senior staff.

• Coordinates and recalibrates the Mayor’s calendar on an ongoing basis, consistently maintaining awareness of the moving parts of her day and week and shifting her timeline obligations as necessary as new priorities arise.

• Leading weekly meetings with the Mayor and select staff to review and lock the following week’s schedule in advance. This includes ensuring that all relevant documents and critical information is included in the calendar, and that all meetings are supplemented by appropriate staff. Additionally, as part of this meeting, the executive assistant will review with the room all pending asks of the mayor for her time.

• Consistently confirms that the Mayor has all necessary briefing, preparation and information needed for day to day meetings and events.

• Maintains consistent communication with the Mayor’s security detail, ensuring they are connected with the hour to hour needs as represented on the Mayor’s schedule and that they have all levels of information pertinent to their responsibilities. This includes ensuring that offsite meetings and press events are prepared to receive the mayor as it relates to the security needs outlined by the detail.

• Assists in the coordination and booking of various aspects of travel for the mayor, and ensures necessary preparations are made around itinerary, flights, transportation, lodging, meetings and potential foreign customary expectations.

• Is prepared to interface with high profile individuals and delegations in their interactions with the Mayor, and makes sure that they and their teams are welcomed properly.

• Adheres to rigorous set of ethics, ensuring that proper record keeping and FOIA requirements are met.

• Acting in a confidential capacity, reviews and summarizes all correspondence, reports, legal and legislative dealings requiring executive action.  Processes or obtains supplemental information necessary for the Mayor to act or refer to the division-level managers.

• Composes correspondence, memos, reports, forms and other materials from rough draft, final working draft, notes, dictation notes or digital recording.  Creates meeting agendas, takes and prepares minutes and other mee