Executive Assistant

The Executive Assistant to the Mayor provides high-level administrative and operational support to ensure the efficient and effective functioning of the Mayor's Office. This position manages executive workflows, coordinates priorities, and facilitates clear, timely communication between the Mayor, City departments, external partners, and the community. Under the Mayor's direction, the Executive Assistant supports the Mayor's strategic initiatives, projects, and events. The Executive Assistant may be asked to perform Public Information Officer-type functions, including responding to information requests and coordinating clear, consistent communications that incorporate input from departments and community stakeholders to ensure accurate, consistent, and transparent messaging. (Note - this list is intended only to illustrate the various types of work that may be performed. The omission of specific statements does not exclude them from the position.) Manages daily operations of the Mayor's Office, including drafting and responding to correspondence, tracking deadlines, and ensuring clear, consistent communication across departments, and the community. May be asked to perform Public Information Officer related tasks as necessary and requested by the Mayor Researches and gathers information from internal and external sources, including government agencies, government officials, staff, and community stakeholders; analyzes collected data and provides informed recommendations to the Mayor. Receives and responds to inquiries, requests, concerns, and complaints, and directs individuals to the appropriate department or resource as needed. Composes various correspondence and reports for public members, Councilmembers, department directors, and key stakeholders. Maintains accurate and updated electronic record system for the Office of the Mayor. Coordinates the Boards and Commission application screening process, collaborating with various departments and committee members. Manages the Mayor's calendar and scheduling, coordinates appointments, meetings, and conferences, and arranges travel logistics. Provides professional, tactful, and courteous service to the public, elected officials, and City employees, that will involve complex and/or sensitive situations. Assesses communication needs and develops appropriate materials (e.g., flyers, notices, news releases, intranet content) to support City initiatives, events, and meetings. Coordinates and facilitates communication across City departments, media outlets, and external government and partner agencies. Serves as a liaison to community groups, boards, and committees, as directed. Represents the Mayor's Office, as assigned, in interactions with the public, community organizations, government agencies, and stakeholders to support City priorities and maintain positive relationships. Assists in the development, tracking, and administration of the Mayor's Office budget. Builds and maintains effective, professional working relationships with elected officials, executive leadership and City staff; exercises sound judgment, discretion, and political awareness in all interactions. Utilizes office technology and systems (e.g., document management, communication platforms, and standard office software) to efficiently produce work, manage information, and support executive operations. Maintains strict confidentiality of sensitive, privileged, and political information; exercises discretion and professionalism in handling personnel matters, executive communications, and records. Demonstrates initiative, sound judgment, and accountability in managing priorities, anticipating needs, and independently resolving issues to support the Mayor and the City. Manage communications, prioritize requests, handle confidential information, and decide what needs the Mayor's attention versus what can be resolved at the executive assistant level. Minimum Qualifications Equivalent combinations of education and experience that provide the knowledge, skills, and abilities required to perform the essential functions of the position will be considered. High school diploma or GED required. Five (5) years of progressively responsible administrative or executive support experience, preferably supporting senior leadership. Demonstrated experience managing complex schedules, coordinating communications, and handling confidential information.

Preferred Qualifications:

Associate's degree in business administration, public administration, communications, or a related field; OR at least seven (7) years of progressively responsible administrative experience in lieu of degree. Experience in a municipal or other public sector environment. Experience supporting elected officials, executives, or governing bodies (e.g., City Council, boards, or commissions). Experience in public information, communications, marketing, or community engagement activities. Experience working in politically sensitive or high-profile environments requiring discretion and adaptability. Demonstrated ability to navigate complex organizational dynamics and respond to changing priorities. KNOWLEDGE, SKILLS and

ABILITIES

Knowledge of:

Principles and practices of public administration, municipal government operations, and executive office management. Roles, responsibilities, and dynamics of elected officials, City Council, and department leadership. Applicable federal, state, and local laws, regulations, and municipal codes governing public sector operations (e.g., public records, open meetings). Public records management, retention requirements, and disclosure practices. Budget development, tracking, and basic financial administration. Communication principles, including public information practices, media relations, and stakeholder engagement. Modern office technology, including Microsoft Office Suite, collaboration platforms, and document management systems. (Canva, Adobe Creative, MailChimp, etc.) Customer service and constituent relations in a public sector environment. Standard business English, grammar, punctuation, and professional writing practices.

Skills in:

Executive-level communication: drafting, editing, and delivering clear, concise, and audience-appropriate communications, including correspondence, reports, and talking points.

Organizational and time management:

prioritizing competing demands, managing complex schedules, and meeting deadlines in a high-volume environment.

Problem-solving and decision-making:

Ability to assess situations, identify issues, and implement practical solutions with sound judgment.

Customer service and conflict management:

managing sensitive interactions, de-escalating conflict, and responding to diverse community needs with professionalism.

Project and coordination skills:

Ability to plan, coordinate, and execute meetings, events, and initiatives with attention to detail and follow-through.

Analytical and research skills:

Proficient in gathering, interpreting, and summarizing information to support decision-making and communications.

Technical proficiency:

Skilled in using Microsoft Office Suite and familiar with collaboration, communication, and basic design/content tools.

Interpersonal effectiveness:

Strong relationship-building skills with the ability to work effectively across all levels of the organization and with external stakeholders.

Ability to:

Communicate clearly and professionally, both orally and in writing, with elected officials, staff, community members, and external partners. Provide high-level customer service and effectively de-escalate sensitive or volatile situations using sound judgment, discretion, patience and emotional intelligence. Exercise independent judgment in prioritizing work, triaging inquiries, and responding appropriately to routine, sensitive, and urgent matters. Manage multiple priorities, frequent interruptions, and shifting deadlines in a fast-paced executive environment. Handle highly confidential and sensitive information with discretion, integrity, and professionalism. Work independently with minimal direction while anticipating needs and proactively resolving issues. Establish and maintain effective working relationships with elected officials, department directors, staff, community organizations, and stakeholders. Research, compile, analyze, and present information accurately to support decision-making, presentations, and public communications at the request of the Mayor. Prepare, proofread, and edit correspondence, reports, talking points, and other materials with a high degree of accuracy and attention to detail. Coordinate logistics for meetings, events, and public appearances, ensuring materials, equipment, and information are complete and prepared in advance. Summarize meetings, track action items, and follow up to ensure timely completion of assignments and commitments as requested/needed by the Mayor. Utilize office technology and communication tools, including Microsoft Office Suite, collaboration platforms, and basic design and content management tools (e.g., Canva, email marketing platforms, website updates). Maintain organized records and systems for efficient retrieval of information in accordance with applicable requirements. Applicants must apply on-line at https://www.

BremertonWA.gov/169/Current-Jobs .

Required Application Materials:

A completed City application and personal résumé are required. Incomplete applications packets will not be considered. Required application materials must be submitted online by 5:00 p.m. on the closing date. It is the responsibility of the applicant to ensure their application materials reflect the minimum qualifying experience, knowledge, skills and abilities as listed on the job posting.

Important Application Note :

Please do not attach copies of certifications or transcripts to your application unless they are listed as a requirement for the position.

NOTE TO APPLICANTS WITH DISABILITIES

I f you require an accommodation at any point during the application process, please contact Human Resources at (360) 473-5348 or humanresources@ci.bremerton.wa.us