Executive Assistant

Executive Assistant

The City of Gig Harbor is looking for a dynamic, detail-oriented Executive Assistant to join our team. Serving as a crucial link between executive leadership, elected officials, and the vibrant Gig Harbor community, this role offers the opportunity to drive organizational success behind the scenes.

If you excel at managing competing priorities, possess top-notch customer service skills, and bring experience with public records, executive scheduling, and digital communications, we want to hear from you! Step into a fast-paced, high-visibility role where your initiative, discretion, and problem-solving skills will directly impact our city's mission and future.

Position Overview

The executive assistant provides high-level administrative and operational support to ensure the efficient and effective functioning of the Executive Office. This position manages executive workflows, coordinates priorities, and facilitates clear, timely communication between the city administrator, mayor, city departments, external partners, and the community. Duties and responsibilities vary from complex clerical and administrative tasks that follow standard procedures to coordinating internal and external activities for the mayor and city administrator.

The executive assistant also acts on behalf of the city clerk in the city clerk's absence.

Essential Functions

• Serve as assistant to the city administrator and mayor, including maintaining calendar, maintaining email boxes, drafting correspondence, and maintaining filing systems.
• Serve as the primary contact for the city administrator and mayor; use sound judgment to route or respond to priority, confidential, or routine inquiries from public, official, and internal sources, tracking all required actions.
• Attend various administrative meetings, take minutes, and ensure commitments, agreements, and actions are completed.
• Plan and coordinate a wide range of meetings, conferences, retreats, and special events for administration—including high-profile events with dignitaries and lobbyists—and serve as a liaison to community groups.
• Make travel arrangements for the mayor and city administrator.
• Assist city clerk with public record requests; gathers data for mayor, city administrator, and council.
• Provide backup to city clerk; organize and attend meetings in the city clerk's absence.
• Support advisory board meetings as assigned.
• Manage special projects as assigned by the city administrator.
• Track and prepare vouchers for the city administrator and the mayor.
• Compile information and materials for administration, other city department directors, and outside agencies as directed to include preparation of reports and summaries, correspondence, and memoranda. Proofread reports and correspondence as needed.
• Represent the city at public events, sharing information related to a wide array of city initiatives.
• Supports and promotes the city's strategic and operational goals.
• Maintain strict confidentiality of sensitive, privileged, and political information; exercise discretion and professionalism in handling personnel matters, executive communications, and records.
• Demonstrate initiative, sound judgement, and accountability in managing priorities, anticipating needs, and independently resolving issues to support the city administrator and mayor.
• May support in leading part-time, temporary, or intern personnel work activities within the department.
• Maintain punctual and reliable attendance.

Key Competencies

• Knowledge of various city departments and how they operate to serve the public.
• Best ways to gather data and feedback and report it to staff, elected officials, and the public to help provide perspective.
• Public records management, retention requirements, and disclosure practices.
• Methods and procedures of file management and business correspondence.
• Contemporary office procedures, methods, and computer equipment.
• Customer service protocols and how to ensure and evaluate customer satisfaction.
• Business writing and composition techniques.
• Microsoft Office Suite and general administrative and clerical procedures.
• Research methods using a variety of information and data sources.
• Associated…