Senior Executive Assistant - Closed Promotional

Job Description:

Senior Executive Assistant - Closed Promotional

Description

Description

This recruitment is a closed promotional opportunity available to existing City of El Segundo employees.

There is currently one vacancy in the El Segundo Police Department; however, the eligibility list established will be used to fill other vacancies as they occur.

DEFINITION : Under direction, provides executive and confidential administrative support to the City Manager, City Council, Deputy City Manager, and/or designated department head, exercising sound judgment, discretion and professionalism in all interactions. This role requires exceptional organizational skills, the ability to anticipate needs, and the capacity to manage sensitive information with the highest degree of confidentiality. Acts as the first point of contact for executive management, City Manager, and City Council to respond to and resolve issues and concerns requiring considerable knowledge of department operational details and City services, policies, and procedures; monitors the efficiency and effectiveness of administrative and office support services; serves as a role model and mentor to other administrative staff, promoting a culture of professionalism, collaboration, and service excellence; monitors and assists in preparation of assigned budget; composes, processes, and distributes a variety of correspondence and related documents; prepares staff reports and City Council proclamations and commendations; conducts special projects and/or research as requested by management; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED : Receives direction from assigned management personnel. Exercises direct supervision of administrative staff.

DISTINGUISHING CHARACTERISTICS : This is an advanced journey-level classification responsible for relieving management of day-to-day executive and confidential administrative support duties requiring the considerable use of discretion and judgment. Positions are responsible for planning, organizing, and overseeing day-to-day office workflow and support services. Assignments are given with general guidelines and positions are responsible for establishing objectives, timelines, and methods to deliver work products or services. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

Essential Job Functions

Essential functions, as defined under the Americans with Disabilities Act, may include the following duties and responsibilities, knowledge, skills, and other characteristics. This list of duties and responsibilities is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.

Characteristic Duties and Responsibilities :

Positions in this classification typically perform a full range of duties at a level of complexity represented by the following types of responsibilities:

• Provides executive and administrative support to the City Manager, City Council, Deputy City Manager, or designated department head by assisting with issues and performing duties of a complex, sensitive, and/or confidential nature requiring in-depth knowledge of assigned department’s programs/projects, operational details, and services and citywide services, policies, and procedures.
• Monitors the efficiency and effectiveness of office support service delivery methods and policies and procedures; identifies opportunities for improvement and recommends to assigned supervisor; assists in developing and standardizing citywide administrative and office procedures and methods.
• Assists in the onboarding and training of administrative staff citywide.
• Provides functional and technical direction and supervises other administrative staff, including writing performance evaluations.
• Composes City Council staff reports and presentations.
• Acts as the first point of contact and liaison between the City Manager, City Council, Deputy City Manager, or designated department head and other staff, outside agencies, or the public; responds to or refers inquiries for services to appropriate staff and/or resources; receives and evaluates complaints directed to the City Manager, City Council, or executive management and recommends and/or initiates an appropriate response and course of action upon approval; tracks, monitors, and provides follow up on complaints and their resolution with City management and City Council.
• Explains, interprets, and applies federal, state, and local laws, rules, regulations, codes, ordinances, and City policies and procedures relevant to assigned area of responsibility.
• Serves as meeting and committee/commission/board (CCB) secretary by preparing, posting, and distributing public hearing notices, agendas, and informational packets, preparing staff reports, coordinating meeting logistics and room set-up, attending meetings, taking and transcribing minutes, and processing action items; coordinates advertising and recruitment of open seats on assigned CCBs.
• Maintains and updates department webpages.
• Coordinates the calendar and schedules meetings and appointments; makes conference, travel, and meeting arrangements for the City Manager, City Council, Deputy City Manager, department head, and/or department staff.
• Independently compose, format, print, copy, sort, and/or distribute various correspondence on behalf of the City Manager, City Council, or designated department head; proofreads and checks for accuracy and completeness following established procedures; corrects grammar, punctuation, and spelling.
• Prepares and processes reports, contracts, agreements, forms, records, and various documents; verifies and reviews for completeness and conformance with established regulations and department policies and procedures.
• Participates in preparation and administration of department budget; works with department staff and management to identify resource needs, prepare cost estimates and justification, and prepare budget worksheets; monitors expenditures.
• Assists in planning, coordinating, and conducting various research and department-related special projects and studies; researches and compiles information and data from internal and external sources; reviews, organizes, and summarizes data collected; performs basic analyses and evaluates data to identify trends and discrepancies; presents preliminary findings and recommendations in an appropriate format for review by professional, supervisory, or management staff.
• Prepares a variety of narrative, regulatory, and/or staff reports according to established procedures and practices; may submit reports to various local, state, and federal regulatory agencies upon approval.
• Organizes and maintains accurate and detailed databases, files, and records; inputs and maintains a variety of data into assigned databases and systems; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
• Performs other clerical support work as required, which may include, but is not limited to, updating and maintaining websites and social media, copying and collating documents, opening and distributing mail, processing outgoing mail, and ordering and maintaining inventory of office supplies.
• Plans, organizes, and coordinates various department-specific and/or citywide ceremonies, events, and meetings; represents the department at community events.
• Monitors and tracks legislative activity and actions and keeps City Manager, City Council, and executive management informed; prepares various communications, including letters of support/opposition, on behalf of the City in response to legislative activities.
• Receives, processes, and responds to public records requests, complaints, and other requests for information; researches and organizes information; coordinates resolution to problems and issues.
• Regularly and predictably attends work.
• Performs related duties as assigned.

Qualifications

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS :

To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge of:

• Operations, services, programs, policies, procedures, and processes of the City and department to which the position is assigned.
• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Research, data collection, and reporting techniques, methods, and procedures.
• Business correspondence writing and the standard format for reports, correspondence, agendas, and related documents.
• Methods of preparing and processing various agendas, staff and other reports, records, forms, contracts, and agreements.
• City-wide as well as departmental administrative procedures, practices, and principles.
• Business arithmetic and basic statistical techniques.
• Record keeping and filing system methods, principles, and practices.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• 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 office and customer service practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Skill in:

• Performing varied and responsible executive and administrative support work of a complex, sensitive, and/or confidential nature, requiring the considerable use of judgment and discretion, with accuracy and speed.
• Monitoring the efficiency and effectiveness of office support service delivery methods and policies and procedures and identify opportunities for improvement.
• Preparing and processing various agendas, staff and other reports, records, forms, contracts, agreements, and other documents.
• Researching, conducting basic analysis of, and summarizing information from a variety of sources; and prepare reports.
• Independently composing concise reports, correspondence, and other written materials.
• Understanding the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Understanding, interpreting, explaining, and applying all pertinent laws, regulations, codes, and ordinances and City policies and procedures relevant to work performed.
• Handling confidential and/or politically sensitive requests or complaints in a professional manner.
• Making accurate mathematical and basic statistical computations.
• Establishing and maintaining a variety of filing, record-keeping, and tracking systems.
• Organizing work, setting priorities, meeting critical deadlines, and following-up on assignments.
• Using tact, initiative, prudence, and judgment within general policy and procedural guidelines.
• Effectively using computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Communicating clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Appearing for work on time.
• Following directions from a supervisor.
• Understanding and following posted work rules and procedures.
• Accepting constructive criticism.
• Establishing, maintaining, and fostering positive and effective working relationships with those contacted in the course of work.
• Working evenings and extended hours when required.

QUALIFICATIONS :

A combination of experience and training that would likely provide the required knowledge, skills and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:

Experience : Five (5) years of increasingly responsible administrative and technical support experience, including two (2) years of experience providing support to senior/executive management.

Education : Graduation from high school or GED.

License/Certificates : Due to the performance of some field duties which requires the operation of a personal or City vehicle, valid and appropriate California driver's license and acceptable driving record are required.

PHYSICAL DEMANDS:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; may operate a motor vehicle and visit various City sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds

Supplemental Information

WORKING CONDITIONS:

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing policies and procedures.

Disaster Service Worker:

In accordance with Government Code Section 3100, City of El Segundo employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.

The City of El Segundo is an Equal Opportunity Employer, committed to supporting Diversity, Equity, and Inclusion initiatives to build and sustain an environment that values diversity, welcomes opportunities to engage and understand others, and fosters a sense of belonging.

MANAGEMENT/ CONFIDENTIAL EMPLOYEES (M&C)
Benefit Summary

PERS Retirement :

Miscellaneous employees - Tier I-2% @ 55 . Tier II-2%@60 for individuals employed by the City on or after 12/30/12 who are already PERS members. Tier I and II members pay 7% of PERS member share and 1% shall be employee-paid cost-sharing of the City's contribution under Gov. Code section 20516(a). Single highest year is coordinated with Social Security and Medicare. PERS 2%@62 for new employees/members hired on or after 1/1/13. Three year average coordinated with Social Security and Medicare. Members pay 50% of normal cost (6.75%).

Safety employees (Battalion Chiefs) - 3% @ 55 for current employees and individuals hired by the City who are already PERS members. Single highest year. Employees pay a total of 12% towards retirement. 2.7%@5 7 for new employees/members hired on or after 1/1/13. Three year average final compensation. Members pay 50% of normal cost .

Social Security: The City matches employee’s Social Security contribution, which is 6.2% of your salary and is made on a pre-tax basis. The 2025 Social Security income cap is $176,100.

Medical - Monthly medical contribution of $1,800 ($932 for medical and $818 for flex dollars). Flex dollars may be used toward a medical premium and/or deferred compensation plan. Employees are responsible for paying any out-of-pocket balance of the medical plan premium through a pre-tax payroll deduction.

Deferred Compensation: Voluntary participation in Mission Square 457 plan.

Dental & Vision : MetLife Dental and VSP vision benefits are provided.

Flex Plan : Section 125 Plan, allows for payment of employee-paid insurance, medical treatment, and dependent care expenses with pre-tax dollars.

Employee Assistance Program : Employees are eligible for the basic level of service.

Life Insurance : $50,000 term life policy provided by City; employee can purchase additional self and dependent coverage at group rates.

Long-Term Disability: In addition to basic LTD plan (66 2/3 % of first $9,750 after 60-day waiting period), City provides Executive LTD which pays 75% of first $12,000 of employee's salary less the amount of any other income, up to a total of $2,500. Applies to non job-related occurrences. 90 day waiting period.

Holidays : 12 fixed paid holidays plus one day of personal leave/floating holiday per year. Battalion Chiefs paid 156 hours.

Vacation Leave : Vacation Leave is earned at a rate of 4.15 hours per pay period. Total years of service in a CalPERS or comparable agency may be used for placement in a higher Vacation Leave accrual. One Personal Leave day per year is provided until such time the City recognizes an additional holiday.

Sick Leave : 8 hours per month.

Administrative Leave: Mid-Management and Confidential positions shall receive up to 56 hours per calendar year upon recommendation of the Department Director and approval of the City Manager.

Bereavement Leave: Three (3) working days (or 40 hours where travel is 500 miles or more) for qualifying incident.

Tuition Reimbursement : Up to $2,000/year for work-related college courses.

Cell Phone Stipend: City cell phone provided depending on position.

Other : Uniform Allowance ($40/mo) for Battalion Chiefs; Voluntary participation in Credit Union; Payroll Direct Deposit; Long-Term Care (premiums paid by employee).

1/14; 12/15; 8/19; 8/22; 24; 7/14/25

Closing Date/Time: 11/2/2026 5:00 PM Pacific

Salary:

$91,279.20 - $117,161.76 Annually