Executive Assistant to the Mayor

4 weeks ago

Salt Lake City, United States Salt Lake County Full time
Salt Lake County…A career with a purpose in the community you love

Salt Lake County invites you to explore our exciting career opportunities. We seek highly enthusiastic individuals to enrich our County with your experience and talent. If you enjoy working in a team environment that is committed to changing the lives of its community, please keep reading.

What it is like to work here

At Salt Lake County our culture is woven into all aspects of our work and our employees’ lives, from the way we treat each other to the way we support the community. To promote and foster a fun and healthy work environment, we appreciate employees through great benefits, a healthy work life balance and room to grow and develop.

Surround yourself with

Peers who are motivated to make a difference in the lives of those we serve. We serve Salt Lake County and envision a safe and beautiful place for all to live work and have fun. Salt Lake County is about connecting people and championing our community. Community is more than a place….its our heart and service that bring us together.

We encourage a work life balance

Working for Salt Lake County is more than just a paycheck. A career with /Salt Lake County includes several benefits and perks.

Medical coverage including a 100% county paid premium option-Dental and Vision coverage including coverage for adult designees

  • Health Savings account with a county contribution up to $1200/year, Flexible Spending Account
  • Professional Development including professional membership fees paid

For Benefits information Click HERE

Job Summary

The Executive Assistant to the Mayor provides administrative support and ensures efficient management of their operations. Reporting to the Mayor through the Operations Manager, the responsibilities include scheduling and managing the Mayor’s calendar, preparing briefing materials, managing information flow, and facilitating communication between the Mayor, the Mayor’s Office and key stakeholders. Additionally, the position coordinates projects and tasks as directed by the Mayor and occasionally supports the Chief of Staff. This role requires discretion, a positive demeanor, and a high level of confidentiality.

Minimum Qualifications

Bachelor’s degree from an accredited college or university in Political Science, Communications, Business Administration, Public Administration, or other closely related field, plus two (2) year of related experience; OR an equivalent combination of related education and experience.

Essential Functions

  • Maintains the Mayor's daily calendar, schedules appointments, and ensures the Mayor is fully prepared with appropriate briefing materials for all meetings, events, and engagements.
  • Monitors the Mayor’s email inbox, triages communications, and ensures timely responses. Responds to requests for information on behalf of the Mayor when appropriate.
  • Supports mayor-led committees and groups by preparing agendas, coordinating meeting materials, taking minutes, and tracking action items or assignments.
  • Drafts and prepares official correspondence, including letters, responses, and documents, ensuring alignment with the Mayor's tone and messaging.
  • Manages and drafts thank-you notes, congratulatory messages, condolences, and other official correspondence to maintain positive relationships with stakeholders.
  • Answers and screens incoming calls, directs inquiries appropriately, and takes detailed messages.
  • Plans and coordinates travel itineraries, including accommodation, transportation, and meeting logistics.
  • Provides guidance to the Mayor and Chief of Staff on office policies, procedures, and applicable laws where appropriate.
  • Maintains the Mayor's official files in compliance with record retention laws and policies, ensuring proper archiving as required by retention schedules.
  • Handles sensitive information with the utmost discretion and always maintains confidentiality.
  • Other duties as assigned.

Knowledge, Skills And Abilities (ksa)

Knowledge of

  • Office administration practices and procedures.
  • Familiarity with local government operations and protocols.
  • Business communication, including grammar, punctuation, and document formatting.
  • Scheduling, calendar management, and event coordination.
  • Records management and retention practices.
  • Protocols for handling confidential and sensitive information.

Skills and Abilities to

  • Communicate clearly and effectively, both verbally and in writing.
  • Prioritize tasks and manage time efficiently in a fast-paced environment.
  • Operate and troubleshoot standard office equipment and software, including Microsoft Office Suite, and other scheduling tools.
  • Build and maintain professional relationships with internal and external stakeholders.
  • Exercise discretion, diplomacy, and sound judgment when handling sensitive matters.
  • Adapt quickly to changing priorities and demands while maintaining attention to detail.

Working Conditions And Physical Requirements

Work is primarily performed in an office environment with regular use of standard office equipment, including computers, phones, and printers.

The role involves extended periods of sitting, with occasional standing or walking during events or meetings.

You may be asked to accompany the Mayor to meetings and/or events that occur in community spaces and other venues.

This position may involve occasional evening or weekends to support events or urgent priorities.

IMPORTANT INFORMATION REGARDING THIS POSITION

This role requires regular interaction with elected officials, community leaders, and external stakeholders. Professionalism and confidentiality are required.

This is an exempt position; flexibility in work hours may be needed to meet the demands of the Mayor’s schedule.

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