Executive Assistant

JOB
The City of Sequim is seeking a dynamic, independent, tech-savvy Executive Assistant to support the City Manager’s Office. This confidential role is ideal for a self-starter who can keep high-priority projects moving in a fast-paced environment. We’re seeking an innovator who enjoys improving processes, learning new software (including AI tools), and delivering excellent customer experience in public service.This position is currently budgeted at 0.8 FTE (32 hours per week), but has potential to be more or less depending on final candidate availability and unique skill set.Under general supervision, provides executive-level administrative support to the City Manager’s Office and assigned administrative support to other City functions. Serves in a confidential capacity supporting the City Manager, who oversees all City functions and operations. Coordinates complex calendars, meetings, and travel; prepares agendas and meeting materials; takes notes and tracks action items; conducts research; and provides administrative support for projects and initiatives. Performs work in accordance with applicable State and Federal requirements and City policies and procedures.

EXAMPLE OF DUTIES
The following duties are not a comprehensive list but a representative summary of the primary duties and responsibilities.At the direction of, and in coordination with, the City Manager, coordinates the administrative operations and executive support services of the City Manager’s Office; manages sensitive and confidential matters; exercises initiative and independent judgment within established policies and procedures.Tracks and manages City Manager action items to ensure timely completion; sets priorities; researches and analyzes information; and prepares summaries and materials that support administrative decisions and implementation of City Manager direction.Provides administrative support to other departments as assigned, including assistance with procurement/contract documentation, correspondence, scheduling, invoice/receipt processing, and related administrative tasks.In coordination with the City Manager, drafts and prepares responses to community correspondence, comments, and questions to support excellent customer service.Maintains the City Manager’s calendar; resolves complex meeting and travel schedules; coordinates meeting rooms, resources, and technology; and supports development of agendas, action item lists, and presentation materials.Conducts research; compiles reports and presentations; and provides training as assigned on topics identified by the City Manager.Composes, edits, and formats documents on a wide variety of subjects requiring knowledge of City procedures and policies; maintains and updates electronic and paper files, records, reports, and related documents.Provides information and assistance to residents, visitors, and others conducting business with the City; explains relevant City programs, policies, procedures, and services; and refers matters requiring policy interpretation to the City Manager as appropriate.Coordinates departmental expense tracking, receipts, purchasing documentation, and financial reporting with the City Manager and Finance as appropriate.Monitors the Municipal Funding Program; maintains current and historical documentation; solicits and processes applications for Council budget review; processes invoicing/reimbursement documentation; and responds to related inquiries.Contributes to process improvement initiatives, including technology process improvement and appropriate use of AI tools, to improve efficiency and effectiveness.Serves on internal and external committees and/or acts as a liaison representing the City Manager’s Office.Assists the City Manager in responding to Council requests and tracking projects requiring Council involvement.Coordinates and responds to public records requests for the City Manager’s Office in accordance with applicable requirements and internal procedures.Coordinates contract development and routing for the City Manager’s Office in collaboration with the Legal Department.Maintains consistent and timely in-person attendance to support operational needs of the team.KNOWLEDGE, SKILLS AND ABILITIESKnowledge of: Executive-level administrative practices and requirements, including confidentiality, discretion, and professional judgment.City organization, operations, and internal administrative processes (e.g., budgeting/accounting support, personnel rules, records management, and file maintenance).Professional standards for business communications (business writing, spelling, grammar, formatting, and records-quality documentation).Customer service principles and protocols in a municipal/government setting.Current legislative, political, and economic trends affecting municipal government.Advanced online research methods and source evaluation.Skill in / Ability to: Use Microsoft Office Suite (Word, Excel, PowerPoint); preferred experience with Laserfiche and related document/records systems.Manage calendars and meeting logistics, including scheduling, preparing materials, coordinating participants, and tracking follow-up items.Apply relevant rules, ordinances, codes, regulations, administrative orders, policies, and procedures to day-to-day work.Anticipate needs; plan, prioritize, and complete multiple competing assignments with minimal supervision while meeting deadlines in a high-pressure, rapidly changing environment.Exercise initiative and independent judgment within established guidelines; maintain composure and strict confidentiality.Analyze issues, identify options, and implement practical solutions.Draft complex correspondence and reports from brief or incomplete direction.Communicate clearly and professionally, verbally and in writing, with City staff, the public, elected officials, community stakeholders, and external agencies.Maintain effective working relationships and provide tactful, courteous service when responding to inquiries about City functions and activities.Engage in ongoing learning, including new software and AI tools, and apply them appropriately to improve efficiency and effectiveness.

SUPPLEMENTAL INFORMATION
WORKING CONDITIONSWork is primarily performed indoors in an office setting, as well as at events and meetings throughout the community. Some evening and/or weekend work for meetings, presentations, and out of town travel and overnight seminars/meetings may be required. The employee may be required to sit at a work station for extended periods of time, frequently using a computer and/or the phone. This individual must have the ability to hear at a normal level; verbally communicate in person and by telephone; stand, walk, and drive as needed throughout day; and occasionally lift and carry parcels weighing up 25 pounds.