Job Description

The City of Ventura is hiring! We have an immediate vacancy for the position of Executive Assistant. We are seeking a professional who thrives in providing complex administrative support to an executive-level position. The ideal candidate will excel in a fast-paced, dynamic environment, skillfully managing critical administrative tasks and delivering high-level support with professionalism. This is an exciting time to join the City of Ventura and make an impact on the citizens we serve. The current vacancy is in the Public Works Department. The resulting eligibility list created from this recruitment can be used to fill future Executive Assistant vacancies that occur while the eligibility list is active. This position is designated as "at will," serving at the pleasure of the assigned Department Head, and subject to discharge without cause and without the right of appeal. This position is also designated as "confidential" in the City's Employer-Employee Relations Resolution. Reporting directly to the Director of Public Works, you will provide complex and confidential administrative support, including coordinating the department’s overall office support functions and activities. Key responsibilities include: Preparing and reviewing correspondence with a high degree of accuracy and professionalism. Interpreting, applying, and explaining policies, regulations, and procedures to internal and external stakeholders. Coordinating special projects and activities, including data research, analysis, and report preparation using internal systems. Scheduling, coordinating, and preparing materials for meetings, appointments, and special events. Processing and supporting human resources-related personnel transactions and coordinating associated personnel activities. Handling purchasing duties, including preparing, submitting, and tracking requisitions and purchase orders. Supporting budget management by tracking departmental expenditures and assisting with financial documentation. Maintaining and organizing critical departmental records, staff reports, schedules, and official documents. Managing the Director’s calendar and travel, prioritizing appointments, and ensuring efficient scheduling. Serving as the primary point of contact for both internal and external communications, ensuring a responsive and professional experience for staff, public agencies, and community members. Performing other related work as required. The ideal candidate for this role will: Bring a high level of professionalism, discretion, and integrity in handling sensitive information. Be highly organized, detail-oriented, and skilled at managing multiple priorities and deadlines while working under pressure. Possess strong technical skills, including learning and navigating technology platforms, information systems, including purchasing and records management systems. Communicate clearly and effectively, both verbally and in writing, with internal and external stakeholders. Be proactive, adaptable, and able to solve problems independently and efficiently. Collaborate well with others and contribute to a positive, team-oriented environment. Provide excellent customer service and represent the department with professionalism and diplomacy. Experience and Qualifications for Success! A combination of education, training, and experience equivalent to the completion of high school, keyboarding abilities sufficient to perform the job, and four years of increasingly responsible advanced clerical or secretarial/administrative support experience are required. Highly desirable: Experience coordinating and tracking agenda items for City Council, boards, commissions, and committee agendas. Experience in processing and handling HR/personnel transactions.

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