Executive Assistant Office Mayor

Position: Executive Assistant for the Office of the Mayor

Mayor Katie Wilson’s election was powered by thousands of people from every corner of Seattle who came together around a shared vision that it's time for something new — something more hopeful, more just, and more equitable. A vision that we can tackle big challenges and carry out ambitious projects. That we can take on the affordability crisis, bring people inside, and make our city a great place to live, work, and raise a family.

As a coalition builder, she understands that we're in this together. No matter what neighborhood you live in, where you grew up, or how much money you make, you have a right to be here and to live a dignified life. She regularly reminds Seattleites every day that “This is your City.”

We are looking for a highly skilled administrative professional to act as an Executive Assistant. In this role, you will provide executive-level administrative & operations support to the Chief of Staff, General Counsel, and Director of Public Safety. You will provide advanced support to these three leaders on a variety of highly sensitive and complex administrative and operational functions. You will play a key role in ensuring the smooth functioning of the organization, providing steady support in fast-paced situations, anticipating needs, and proactively creating efficiencies.

Some of your responsibilities will include handling scheduling, communication, planning, and key personnel duties.

Here’s more of what you’ll be doing:

• Handling the administrative functions for the 3 leaders.
• Maintaining complex calendars, including managing frequent last-minute scheduling changes and ensuring time is reserved for high-priority tasks and projects.
• Coordinating and preparing for meetings, including collecting documents, conducting background research, providing logistics, booking rooms, planning refreshments and printing materials.
• Tracking, coordinating, and triaging time-sensitive requests, working closely with staff as necessary to create materials, presentations, and other deliverables.

• Monitoring and tracking key action items and projects and ensuring follow-up.
• Assisting with onboarding and offboarding of Mayor’s Office staff, including setting up desk space, ordering business cards, creating agendas for new employees’ first week in the office, and other duties as needed.
• Ordering office supplies for staff.
• Frequently communicating with the Chief of Staff, General Counsel, the Director of Public Safety, the Mayor’s Executive Team & staff, and diverse internal and external partners.

• Drafting agendas, preparing materials, taking meeting minutes, and following up on action items for certain committees, work groups, and key meetings.
• Confidentially handling personnel and attorney-client privileged communication.
• Assisting with special projects, as needed based on operational needs.

You will play a meaningful role in supporting the daily operations and ensuring seamless communication with diverse internal and external partners. You will possess the ability to be flexible, trustworthy, and adaptable in a fast-paced work environment. A dedication to listening, creating space for diverse perspectives, and the pursuit of inclusive and just outcomes will be at the center of your professional practice.

The ability to apply your independent decision-making, critical thinking, and creativity will also contribute to your success.

You will feel prepared for this role if you have a combination of the below:

• Experience providing complex administrative support to an individual or team, or in a related field.
• Exceptional interpersonal skills, including the ability to communicate positively and effectively across a diverse workforce as well as with executives, elected officials, senior-level staff, and…