Executive Assistant

Salary: $95,105.00 - $124,090.00 Annually
Location : Malibu City Hall, CA
Job Type: Full-Time
Job Number:
Department: Management Services
Opening Date: 04/21/2025
Closing Date: 5/23/:59 PM Pacific

Description

DEFINITION
Under general direction, provides varied, complex, and confidential office administrative and clerical support to the City Manager, City Council, and other City management and administration staff; fosters cooperative working relationships among and acts as first point of contact for other divisions, departments, the City Manager's Office, City Council, various public and private groups, and the general public; participates in the development, administration and implementation of administrative policies, procedures and programs; and performs related duties as assigned.
IDEAL CANDIDATE

• Is able to exercise a high degree of judgment, tact, and discretion to perform complex, diverse, and confidential duties to ensures that the office administrative functions of the City Manager's office are effectively carried out.
• Has excellent oral and written communication skills and is highly adaptable to shifting priorities.
• Is resourceful and shows initiative in learning new programs and processes required in completing complex tasks.
• Knowledgeable of the Brown Act, Political Reform Act, Government Codes and applicable laws, codes, and regulations.
• Is team-orientated with innovative ideas who is customer service driven and skilled in accurate and effective communications.
• Possesses an engaging and collaborative management style and high ethical and professional values.
• Is detail-oriented, motivated, and flexible.
• Displays outstanding integrity and judgment.

Examples of Duties

• Oversees and ensures that the administrative functions of the City Manager's office are effectively carried out.
• Answers questions from, transmits information to, and provides office administrative support to the City Council.
• Maintains multiple calendars and coordinates the schedules of the City Manager and other City management and administration staff with those of members of the Council, representatives of other organizations, and the public; makes travel arrangements as required.
• Receives and screens visitors, telephone calls, emails, and regular mail; provides information and resolves issues for City staff, other organizations, and the public, which often requires the use of judgment and the interpretation of policies, rules, and procedures.
• Provides a variety of support to boards, committees, and task forces, including reserving meeting rooms, maintaining access reports, compiling, and distributing agenda packets, attending meetings, formatting, and distributing minutes, and following up on decisions as required.
• Assists with the administration of program, division, department and/or capital project budgets; monitors revenue and expenditures; compiles and reviews budget requests; evaluates the need for changes in budgetary allocations.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, preparing contracts and agreements, purchasing supplies, arranging for equipment purchase and maintenance, attending meetings, and serving on various task forces and committees.
• Prepares detailed and often confidential correspondence, reports, forms, invitations, graphic materials, and specialized documents from drafts, notes, brief instructions, corrected copy, or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, format, and English usage, including grammar, punctuation, and spelling.
• Organizes and maintains various administrative, confidential, reference, and follow-up files; purges files as required.
• Oversees management of City website, including quality control, accessibility, adherence to site standards, and user management; trains new staff on content management.
• Provides back up support to City Clerk's Office and benefit administration functions.
• May direct the work of other office support staff on a project or day-to-day basis; trains staff in work procedures and provides policy interpretation.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Performs related duties as required.

Typical Qualifications
Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:

Equivalent to completion of the twelfth (12th) grade, supplemented by college level coursework or technical training in office management, business administration, or related field.
Experience:

Five (5) years of responsible administrative experience including support of executive management or high-level officials.

Licenses and Certifications:

• Must possess and maintain a valid California class C driver license and have a satisfactory driving record.

Supplemental Information
Knowledge of:

• Principles of providing functional direction and training.
• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• City-wide as well as departmental and divisional administrative procedures, practices, and principles.
• Project coordination and implementation procedures.
• Business letter writing and the standard format for reports and correspondence.
• Records management principles and practices.
• Business arithmetic and basic statistical techniques.
• Appropriate reception and telephone etiquette.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
• City and mandated safety rules, regulations, and protocols
• Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Plan, organize, and coordinate the work of assigned staff.
• Effectively provide staff leadership and work direction.
• Respond to and effectively prioritize multiple phone calls, walk-up traffic, and other requests/interruptions.
• Analyze and resolve office administrative and procedural concerns and make process improvement changes to streamline procedures.
• Train staff in work procedures.
• Perform research and prepare reports and recommendations.
• Establish and maintain a records management system.
• Maintain a variety of filing, recordkeeping and tracking systems.
• Make accurate arithmetic and statistical calculations.
• Take notes rapidly and accurately transcribe own notes.
• Prepare clear and concise reports, correspondence, documentation, and other written materials.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

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Need an Accommodation? If you have questions or need special accommodation with the recruitment process, please contact Human Resources at ext. 488. The City of Malibu is an equal opportunity employer.
Paid Holidays: 9 paid holidays plus paid Winter Break (December 24 - January 1).

Malibu City Hall is closed on the following holidays:

• Martin Luther King Jr. Day (third Monday in January)
• Presidents Day (third Monday in February)
• Memorial Day (last Monday in May)
• Juneteenth (June 19)
• Independence Day (July 4)
• Labor Day (first Monday in September)
• Veterans Day (November 11)
• Thanksgiving Day (fourth Thursday in November)
• The Friday following Thanksgiving Day
• Winter Break (December 24 - January 1)

Vacation Leave:
1-5 years: 96 hours per year.
6-10 years: 120 hours per year.
11 years or more: 160 hours per year.

Sick Leave: 96 hours per year.

Vacation and sick leave cash-out provision. A portion of vacation leave can be cashed out at the applicable accrual year for qualifying employees. A portion of sick leave can be cashed out at the applicable accrual year for qualifying employees.

The City participates in the Public Employees' Retirement System (PERS). New members to CalPERS . click apply for full job details