Executive Assistant

3 weeks ago

Long Beach, United States City of Long Beach Full time

**EXAMPLES OF DUTIES**

**T H E P O S I T I O N**

The Department of Health and Human Services has an immediate opening for an Executive Assistant to the Director. This demanding position requires an energetic, organized, flexible individual who responds well in a fast-paced environment and has exceptional customer service skills. The Executive Assistant supports the Department and City missions by ensuring that the Director is able to communicate their intent to other City leadership, including but not limited to, the Mayor and City Council, City Manager’s Office, and fellow City department heads. This position serves as the primary administrative support for the Department's Director and management team. The position is unclassified, permanent, and full-time, located at the Health and Human Services Administration Office, 2525 Grand Avenue, Long Beach, CA.
Specific duties include:

- Interacts effectively with the Department Director, Deputy Director, Health Officer, and all levels of department management;
- Serves as liaison to the public, elected officials, City Manager's Office, and City departments on behalf of the Director;
- Leads all aspects of City Council letter processing and correspondence with the public and outside agencies;
- Prepares and manages City correspondence, reports, memorandums, and other documents. Responsible for accuracy and clarity of final copy by proofreading for adherence to agency branding standards;
- Maintains calendars and assists with preparation for meetings, including coordinating biweekly all-staff meetings, trainings, and appointments for the Director, Deputy Director and City Health Officer;
- Coordinates requests from the City Council, City Manager's Office, City Departments, the public, or other clients;
- Coordinates Public Records Act Requests and Subpoena processing;
- Provides support to the Board of Health and Human Services (agenda, meeting minutes, compliance);
- Compiles information and data for use in preparing various records and reports;
- Utilize current best practices and technology (eg. Microsoft Teams, SharePoint, appropriate AI tools) to optimize department-wide efficiency and communication;
- Prepares detailed and comprehensive written reports;
- Identify and implement efficiency that support management and the department;
- Assists with gathering, researching, reviewing, tracking, comparing, verifying and maintaining data and preparing announcements, publications, program materials, and general operations in the department;
- Facilitates office moves, coordinates staffing changes and equipment purchases;
- Assists with administration and communication-related policies, procedures, manuals, flyers, and tools;
- May supervise other clerical personnel;
- May assume responsibility for office in absence of department head;
- Performs special projects as assigned;
- Performs other related duties as required.

**THE IDEAL CANIDATE**
- Excellent interpersonal skills and the ability to interact effectively with all levels of leadership and staff;
- Ability to work independently and consistently and produce accurate work products in a timely manner in a high workload environment;
- Exercises a high degree of strict confidentiality, initiative, and resourcefulness;
- Excellent written and verbal communication skills, and strong proofreading skills;
- Excellent planning, interpersonal, and time management skills;
- Exceptional verbal, written, and customer service skills;
- Manages multiple assignments with competing priorities;
- Demonstrated experience managing and coordinating complex projects and being responsible for other department’s deadlines;
- Ability to quickly assemble information, seek out key details, and use good judgment when making decisions;
- Ability to work weekends, holidays, and overtime as required for Emergency Operations Center (EOC) activations and emergencies;
- Highly flexible and adaptable with respect to changing priorities;
- Demonstrate honesty, integrity, and a strong sense of ownership over their work, outcomes and behavior; and strives to learn and grow from their experiences
- Strong attention to detail;
- Proficiency in spelling, grammar, punctuation, and English language skills; and,
- Proficiency in a wide range of software, including Word, Excel, PowerPoint, and Outlook.

**REQUIREMENTS TO FILE**

**MINIMUM REQUIREMENTS**
- Five years of progressively responsible clerical and/or administrative assistant experience;
- Valid Class C Motor Vehicle Operator License. (Required to obtain a California Class C Motor Vehicle operator license within 6 months if out of state. California residents are required to submit a DMV K4 driver license information report during onboarding if selected for the position).

**DESIRABLE QUALIFICATIONS**
- Public sector experience.
- Public health knowledge or experience.
- Working with/for executive leadership experience.
- Project management software experience.

**SELECTION PROCEDURE**

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