Executive Assistant

Why Join San Bruno Public Works?

Are you ready to make a difference with the City of San Bruno? Join us at a pivotal moment as the next Executive Assistant — an opportunity to make a lasting impact within a dynamic, fast-paced, collaborative, community-focused environment.

The Public Works Department is committed delivering essential infrastructure and services that residents rely on every day—from engineering and capital projects to traffic, land development, streets, utilities, facilities, fleet, environmental compliance, and emergency response.

As Executive Assistant, you will play a central role in helping department leadership coordinate these complex and highly visible programs. Serving as a trusted partner to department leadership, you will help coordinate communications, priorities, and follow-through to support the successful delivery of department initiatives and executive objectives. This position may work between City Hall and the Public Works Corporation Yard.

Performs a wide variety of complex, responsible and/or confidential secretarial, clerical, and administrative duties for department heads, division heads and other management personnel, including providing routine analytical and technical support.

Coordinates management priorities, department initiatives, and administrative activities across divisions and with other City departments, consultants, contractors, regulatory agencies, and external partners to facilitate communication, monitor follow-up, and support successful project delivery.

Maintains executive action lists and tracks assignments, commitments, milestones, and follow-up items to help ensure management priorities remain organized, on schedule, and successfully completed.

Prepares department presentations, informational graphics, newsletters, public communications, website content, social media materials, and other communication tools supporting department initiatives and community engagement.

Provides administrative support to the department or division head including the organization and maintenance of various administrative, reference, and follow up files; makes appointments and maintains a calendar, schedules and arranges for meetings and makes travel and meeting related arrangements; receives and screens visitors and telephone calls; organizes meetings by notifying participants, makes room arrangements, and prepares and posts agendas and required informational materials, attends meetings and prepares minutes;

follows up on projects, transmits information, and keeps informed of pertinent activities.

Works closely with department leadership to maintain awareness of department priorities, initiatives, and organizational objectives while fostering collaboration across divisions and with other City departments.

Provides information and resolves moderately complex complaints which regularly requires the use of judgment and the interpretation and application of policies and procedures.

Uses current computer software programs to prepare drafts of documents and finished documents; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.

Independently responds to letters and general correspondence not requiring the attention of professional personnel.

Researches, compiles and summarizes a variety of informational materials from multiple sources; prepares a variety of studies, reports and related information for decision-making purposes.

Composes drafts of correspondence, confidential communications, speeches, presentations, resolutions, ordinances, contracts, administrative policies, and other materials independently or from brief notes.

Performs basic accounting and bookkeeping functions related to ordering supplies, equipment and services. Orders and purchases supplies for department or division; tracks projects and prepares invoices from file documents.

Performs clerical duties related to department or division activities such as typing, filing, and distributing mail.

Organizes and maintains various administrative, reference, and follow-up files; purges files as necessary; organizes and maintains data base files.

Provides backup support for other administrative staff and performs a variety of secretarial, clerical, and customer service functions as operational needs require.

Performs other duties as assigned.??

The ideal candidate enjoys learning how Public Works operates and thrives in an environment where no two days are alike. What we’re looking for in our next Executive Assistant is:

Sound executive judgment and discretion, with the ability to appropriately handle confidential and sensitive matters, recognize when issues should be elevated, and exercise sound independent judgment.

Anticipation, situational awareness, and proactive support, with the ability to maintain a strong pulse on department activities, anticipate executive needs, identify next steps, and take initiative to keep priorities…