Reports to: Chief of Staff and Councilmember
Status: Full-time, unclassified, at-will City of San Diego position
Location: City Administration Building
Executive Assistant
The Executive Assistant keeps Councilmember’s day running smoothly. This person manages the Councilmember’s calendar, scheduling, and correspondence, prepares briefing materials, and runs the front office so the Councilmember arrives at every meeting prepared and on time.
This is a role for an experienced professional who anticipates needs, protects the Councilmember’s time, handles confidential matters with discretion, and represents the office warmly to everyone who calls or walks in.
Key Responsibilities
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Manages the Councilmember’s calendar, balancing Council and committee meetings, community events, briefings and constituent meetings.
Review and respond to scheduling requests, and work with the Chief of Staff to set priorities
Prepare daily and weekly schedules with locations, contracts, talking points, and travel time.
Coordinate travel, parking, and logistics for meeting across the City and region.
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Assemble briefing packets for meetings and events, pulling in material from the policy, communications, and outreach teams.
Make sure the Councilmember has the right documents, background, and follow-up items before every meeting.
Track action items and commitments for meetings, and follow up with staff until they are done.
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Manage the Councilmember’s inbox, mail and phone messages, and route items to the right staff.
Draft letters, proclamations, commendations, thank-you notes, and routine correspondence.
Maintain organized files and records in line with City records retention and public records rules.
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Greet visitors and answer phones with professionalism and warmth
Process expense reports, purchase requests, timekeeping, and office supply orders.
Coordinate with City Clerk, Council Administration, and other offices on administrative matters.
Support staff meetings, office events, and special projects as needed.
Qualifications
Required:
5+ years of experience as an executive assistant supporting a council member or elected official.
Familiarity with City San Diego offices, procedures, and leaders.
Expert calendar management and the ability to juggle competing priorities and last minute changes.
Excellent organization, attention to detail and follow through.
Strong writing skills for correspondence, proclamations, and briefing materials.
Proven discretion and sound judgement with confidential and sensitive information.
A professional, warm, and calm presence with the public and with city leaders.
Working Conditions, Compensation, and How to Apply
Working Conditions: This role is M-F with some evenings and weekends. It requires travel throughout District 4.
Compensation: $65,000-75,000, plus City of San Diego benefits.
How to Apply: Click the link below to send a resume and cover letter and three professional references.