Responsibilities of the Executive Assistant include, but are not limited to:

• Administering the Director's calendar and scheduling;
• Preparing written correspondence, reports, meeting agendas and minutes, presentations and related materials in support of the Department's operations;
• Reviewing materials, presentations and reports; checking for accuracy, spelling and other grammatical errors; and formatting documents for professional presentation;
• Coordinating Council letters with the Financial Management Department, City Attorney's Office and City Manager's Office;
• Managing timeline for submission of Council agenda items;
• Organizing, coordinating and scheduling meetings, travel, events and other similar activities;
• Coordinating and tracking the progress and completion of assignments;
• Acting as a liaison to the public, City departments, elected officials, external executives, Library Foundation staff and Friends of the Library providing information and assistance; 
• Designing and producing a weekly employee e-newsletter;
• Producing Library patron documents;
• Maintaining proper filing of all documents, also acting as the department's records liaison to the City Clerk's Office;
• Assisting Department Managers and staff as needed; and,
• Performing other related duties as assigned.

Experience

1. Graduation from an accredited university or college with an Associates degree. Bachelor's degree is preferred;
2. Four years of progressively responsible full-time experience in administrative assistant, secretarial, or executive assistant positions;
3. Possession of a valid California Driver's License;
4. Proficiency in Microsoft Office Suite, including MS Word, Outlook, Excel and PowerPoint; and,
5. Experience working with public sector agencies is highly desirable.

• Advanced proficiency in Microsoft Office Suite, including MS Word, Outlook, Excel and PowerPoint;
• Excellent written and verbal communication skills, and political acumen; 
• Ability to maintain a high level of confidentiality and discernment, always performing ethically and with integrity;
• Ability to maintain effective working relationships at all levels of the organization with superior and direct interpersonal skills;
• Ability to be self-motivated and work independently, as well as collaboratively as a team-player;
• Ability to be flexible, adapt to changing priorities and tasks and detail oriented; 
• Exemplary customer service skills applied to all levels of internal and external stakeholders;
• Ability to set priorities, develop a work schedule, monitor progress toward goals, and track details, data, information and activities;
• Ability to assess situations to determine the importance, urgency and risks, and make timely and clear decisions; and,
• Ability to anticipate and analyze departmental tasks, thinking strategically and creatively.