Executive Assistant to the City Manager's Office and Administrative Supervisor

Salary Range

6,990.00 - 10,486.00

Job Summary

The Executive Assistant to the City Manager's Office and Administrative Supervisor provides executive-level support and plays an important role in enhancing efficiency, productivity, and customer service for the City Manager’s Office and the Mayor/City Council’s Office. The position leads, coordinates, and performs a wide variety of complex administrative support duties for the City Manager, Deputy and Assistant City Managers, Mayor, and City Council. It also
serves as Office Manager, supervising clerical staff and providing information and assistance to City staff and the public.

This is a full-time, regular, exempt position. The regular schedule for this position is Monday through Friday 8 am – 5pm but could vary due to Council and/or community meetings and/or events.

Due to the high-profile nature of this role and the necessity for close collaboration with key stakeholders and staff, this position requires on-site presence at our office.

First review of applications on June 15, 2026

Job Details

Who we are looking for?

We are looking for a highly motivated, self-directed, proactive, service-oriented individual with at least four years of increasing responsibility in an administrative role supporting leaders and/or elected officials, as well as two or more years of supervisory experience.

What will you work on?

• Manage office support functions; plan, prioritize, assign, supervise, and review the work of assigned personnel.
• Select, train, motivate and evaluate assigned staff; provide or coordinate staff training, as needed work with employees to correct deficiencies; implement discipline procedures.
• Independently compose correspondence and talking points, often in coordination with other City departments and/or after further background research.
• Manage the schedules of the City Manager and Mayor, independently and collectively when necessary. Ensure through delegation and oversight of the clerical staff the maintenance of the calendars of other City Manager’s Office leadership.
• Independently and through delegation to clerical staff coordinate department activities, meetings, and various events and activities with other City departments, outside agencies, and the public.
• Coordinate event and travel arrangements as needed for City Manager and Mayor. Recommend improvements in workflow, procedures and use of equipment and forms.
• May support Council and/or community meetings and/or events on an as needed basis.
• Screen and appropriately route calls; respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities

Who will you work with?

Work environment Mayor and City Council, City Manager, Deputy and Assistant City Managers, the City’s Executive Leadership Team, other City Manager’s Office leadership and staff, city staff from other departments, community groups, and the public.

What you bring to the role?

• Excellent judgment, integrity, decision making and problem-solving skills, confidentiality, and personal initiative.
• Supervisory experience in a team management and support function. • Schedule management for executive or elected officials.
• Excellent communication skills, including English usage, excellent composition, spelling, grammar, and punctuation skills; formatting and proofreading; oral communications, electronic communications, and principles of plain language.
• Experience in principles of supervision, training, and performance evaluation.
• Knowledge of local and state laws relevant to City Council affairs; meeting and public hearing notice requirements and approval processes; and Roberts Rules of Order.
• Legal requirements pertaining to public meetings.
• Event and meeting management.
• Flexibility in a team management work environment.
• Proactive, independent and experience in self-direction.
• Technical knowledge or skills related to agenda management systems, SharePoint, creation and management of virtual meetings, and website maintenance.
• Document execution procedures, including familiarity with electronic signature systems such as DocuSign and Airlift

Qualifications

Four (4) years of increasingly responsible administrative and clerical experience including at least two years of supervisory responsibility and executive or elected level administrative support. Equivalent to an associate’s degree from an accredited college or technical school preferred in public administration, communications, business, or related field or any combination of education, transferable skills, and experience that qualify you for this position.

Additionally, we recognize that not all candidates may have experience in every aspect of the job, but we encourage interested candidates who feel as though they can be successful in the role to apply

This position is subject to successful completion of a pre-employment reference check and a basic criminal background check.

The City of Vancouver is committed to advancing equity and creating a welcoming and inclusive workplace. We recognize that progress depends on more than just a verbal commitment; it depends on making meaningful organizational change. We developed and continue to develop strategies to enhance employee-centered programs, eliminate recruitment and advancement barriers, elevate employee understanding of DEI and cultural competency and build an inclusive and welcoming place to call work. We hope you’ll consider joining us on the journey!

Safety: The City of Vancouver believes every employee plays a role in maintaining a safe workplace. The City of Vancouver promotes safety as a guiding principle and practice and accomplishes work by creating safe work environments, complying with safety and health policies and procedures and consistently seeking improvements that support operational excellence.

Diversity and Inclusion: At the City of Vancouver, we value and foster a workplace comprised of people with a range of different backgrounds, experiences and cultures. We recognize that a diverse and inclusive team is key to innovation, effectiveness and a positive culture. We are proud to be an Equal Opportunity Employer.

Equal Employment Opportunity Statement: The City of Vancouver is dedicated to maintaining a work environment that extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability sexual orientation or gender identity. Employment decisions will be made to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of equity and nondiscrimination.

Veterans’ Preference: Under Washington law, qualified veterans may be eligible for Veterans’ preference when applying for City of Vancouver positions. Honorably discharged Veterans, their surviving spouses or spouses of honorably discharged Veterans with a permanent and total service-connected disability who would like to be considered for a Veterans’ preference for this job should provide the qualifying documents as instructed during the application process.

ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the City can reasonably provide them without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 360-487-8417 or email

hrfront1@cityofvancouver.us

Job Posting End Date

Open Until Filled