Executive Assistant - Chief of Staff's Office - City Clerk's Office

This administrative position includes a range of executive assistant duties at the City Manager’s Office, Chief of Staff’s Office, City Clerk’s Office and Westminster City Council. The incumbent acts as the front‑desk receptionist for the Mayor’s Office and supports various city departments.

• Serve as the front‑desk receptionist for the City Manager’s Office and other city offices.
• Assist the City Council, Chief of Staff’s Office, City Manager’s Office, and City Clerk’s Office with daily administrative tasks.
• Provide support for City Council and other city meetings, including scheduling, travel, membership, and event logistics.
• Maintain calendars, schedules, contact lists, and office supplies for city staff.
• Handle mail routing, document processing, and inventory management.
• Conduct security and de‑escalation training to address difficult or contentious issues.
• Report regularly to the City Clerk and work directly with the City Manager, Deputy City Managers, City Council and other city employees.

• Receive and host visitors, answer telephones, and respond to inquiries by phone or email.
• Maintain and coordinate calendars, events, and contacts for the City Council and city staff.
• Coordinate front‑desk coverage with executive assistant teammate.
• Manage City Website Calendar and review weekly updates for City Council and Study Session Meeting Schedules.
• Schedule City Council events—including onboarding, ribbon cuttings, stakeholder meetings, receptions, and forums.
• Arrange travel for the City Council; process mileage reimbursements.
• Maintain City Council memberships and oversee sponsorship, budgeting, purchase orders, and professional dues.
• Set up and clean up City Council meeting rooms; order snacks and meals.
• Provide support during City Council and Study Session meetings.
• Assist with City Manager Office staff travel, purchase orders, membership dues, and mileage reimbursements.
• Edit agenda memos for standardization of language.
• Maintain City Manager Office contact lists, distribution lists, and organizational charts.
• Order name plates, badges, cards, photos, and logo shirts.
• Route and process mail.
• Request printer, copy machine, coffee machine, and office supplies.
• Inventory surplus auction items.
• Schedule conference rooms for City Manager Office staff.
• Maintain CMO contact list and distribute annual holiday card.
• Assist with City Council and departmental receptions.
• Maintain regular and punctual attendance.

• Demonstrate high‑level customer service and support the organization’s mission and vision.
• Communicate effectively, solicit feedback, and address difficulties constructively.
• Show integrity and ethical behavior, building trust and credibility.
• Support change, demonstrate flexibility, and take calculated risks.
• Participate in personal growth opportunities; attend trainings.
• Continuously improve service and product efficiency.
• Work independently, taking initiative and demonstrating problem‑solving skills.
• Communicate clearly in written and oral formats.
• Maintain quality and accuracy of work, correcting mistakes as needed.

Required

• High school diploma or GED.
• Five (5) years of progressively responsible professional‑level work supporting senior management.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and social‑media web platforms.
• Typing speed of 40 words per minute with accuracy.
• Knowledge of office practices, record keeping, scheduling, and expense tracking.
• Valid driver’s license and safe driving record.

Preferred

• Bilingual fluency in Spanish, Hmong, or Laotian.
• College‑level courses in business or public administration.
• Experience supporting the City Manager or City Clerk’s Office.

• Constant sitting; occasional walking through a multi‑level facility.
• Frequent standing, squatting, reaching, twisting, and occasional bending, kneeling, climbing, balancing.
• Light and occasional firm grasp for daily duties; lifting up to 10 pounds, occasional 25‑pound loads with dollies.

Work is performed indoors in a primarily sedentary office environment. The role requires frequent communication with City Council, Department Heads, City employees, the public, and outside agencies. Physical stamina and the ability to retrieve information from various locations in the office are required.

Standard office equipment: computer terminal, keyboard, printer, telephone, fax machine, photocopy machine, scanner, calculator, postage scale and meter, file cabinets, shredder, and standard office supplies.

• Background checks, including employment references and criminal history. When applicable, credit check, driver license record, and education verification.
• Drug screen.
• Legal entitlement to work in the United States.