Council Office Specialist (Principal Council Executive Assistant To Vice Mayor Mai

Do you have the desire to make a meaningful impact in a vibrant and diverse community? Join a collaborative workforce committed to serving the City of Irvine.

Pay Range: $26.40 - $39.06 Hourly

DEADLINE TO SUBMIT APPLICATIONS IS AUGUST 31, 2026, AT 11:59 P.M.

Council Office Specialist (Principal Council Executive Assistant*)

Office of the Vice Mayor – City of Irvine

Position Summary The Council Office Specialist serves as the operational backbone of the Office of the Vice Mayor, providing executive-level administrative support while fostering meaningful relationships throughout the Irvine community. This position combines executive coordination, constituent services, community outreach, event planning, and digital communications. The ideal candidate is highly organized, detail-oriented, and passionate about public service, with the ability to balance multiple priorities in a fast-paced environment while representing the Office of the Vice Mayor with professionalism, discretion, and integrity.

• Executive Support & Office Operations Manage executive calendars, scheduling priorities, meetings, travel, and public appearances.
• Coordinate meetings with residents, businesses, nonprofit organizations, City departments, and regional partners.
• Prepare executive correspondence, agendas, presentations, reports, briefing materials, and talking points.
• Maintain confidential office records, constituent databases, event files, and administrative documentation.
• Coordinate office communications, including email and phone correspondence.
• Support office purchasing, reimbursements, and general administrative functions.
• Coordinate with City departments to ensure timely follow-up on projects and constituent requests.
• Find additional information in the Principal Council Executive Assistant job description.

• Build and maintain strong relationships with neighborhood associations, schools, businesses, nonprofit organizations, faith communities, youth organizations, senior groups, and community leaders.
• Respond promptly and professionally to constituent inquiries while coordinating service requests through resolution.
• Represent the Office of Vice Mayor Mai at community meetings and events when appropriate.
• Monitor community priorities, identify emerging issues, and recommend opportunities for partnerships and outreach.
• Deliver exceptional customer service while exercising sound judgment, discretion, and professionalism.

• Plan and coordinate community events from concept through execution.
• Manage invitations, RSVP tracking, vendor coordination, volunteer coordination, event logistics, setup, day-of operations, and post-event follow-up.
• Prepare event briefings, schedules, and supporting materials.
• Ensure every event reflects the professionalism and service standards of the Office of the Vice Mayor.

• Manage office communications across email, phone, and social media platforms.
• Create engaging digital content promoting City initiatives, community programs, and public events.
• Coordinate social media calendars and assist with online community engagement.
• Assist with newsletters, presentations, marketing materials, and community outreach campaigns.

• Executive & Calendar Management
• Community Engagement & Public Outreach
• Event Planning & Logistics
• Social Media Management & Digital Communications
• Constituent Services & Customer Relations
• Executive Correspondence & Briefing Materials
• Public Relations & Stakeholder Engagement
• Project & Office Coordination
• Relationship Building
• Time Management & Organization
• Multitasking & Problem Solving
• Professionalism & Confidentiality
• Team Collaboration & Leadership
• Public Speaking & Community Relations
• Technical Skills Microsoft Word Microsoft Excel Microsoft PowerPoint Microsoft Outlook Google Workspace Calendar Management Data Entry & Record Management CRM & Constituent Database Management Social Media Platforms (Facebook, Instagram, Linked In, X) Canva Zoom & Microsoft Teams

• High school diploma or equivalent.
• Clerical experience, or any combination of education and…