Executive Administrative Assistant

Position Summary

Salary Note: Although the full salary range for this position is provided, appointments are made at the range minimum

THE CITY:Palm Springs, located in the Coachella Valley, is known for its luxurious yet relaxed lifestyle. Picture waking up to fresh air, surrounded by palm trees, and enjoying stunning mountain views. This city offers a perfect blend of nature and modern living for both residents and visitors. Palm Springs is ideal for families, offering numerous parks, gardens, and nature reserves for leisurely activities and wildlife encounters. With a wide range of attractions and events, there’s always something fun for everyone in the family. To see the exciting things going on visit the Engage Palm Springs website. The City of Palm Springs is committed to cultivating a diverse, equitable, and inclusive workplace, from policies to inclusive healthcare, and making people of various backgrounds feel welcome and supported. To view our recent Human Rights Campaign, visit the Municipal Equity Index (Download PDF reader) website.

THE POSITION:This position provides a wide variety of highly responsible, complex, non-routine, and often confidential administrative support services. In addition to providing daily administrative support to assigned staff, this position is responsible for administrative assignments including, but not limited to, coordinating, assembling, and reviewing pertinent materials, documents, agendas, and contracts, independently researching and compiling information on issues as needed; maintaining administrative assignments and priorities; coordinating departmental staff responses; acting as primary liaison for internal and external inquiries, resolving a majority of simple and complex issues; performs technical support duties, preparing reports and presentations, and provides highly confidential and sensitive information frequently requiring the application of discretion and tact. This class may also provide administrative support for other staff in the assigned department and assist others as needed.

As a member of the City’s unclassified service, this is an “at-will” position, and the incumbent serves at the discretion of the City Manager

Examples of Essential and General Responsibilities

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Performs a full range of executive-level administrative duties.
• Serves as contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; interacts with government officials, City Council, representatives from business and community organizations, the public, and all levels of personnel; resolves sensitive and controversial issues or refers to executive/management staff as appropriate; explains various programs, policies, and activities.
• Makes travel arrangements; maintains multiple executive calendars and appointment schedules; arranges meetings and conferences.
• Screens calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information and assistance; researches information related to City regulations and departmental policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, ordinances, rules and regulations in response to inquiries that often require the use of independent judgment and the understanding of policies and procedures.
• Collects, compiles, and analyzes information from various sources on a variety of specialized topics related to programs administered by the position or by executive/management staff; writes reports that present and interpret data, identify alternatives, and make and justify recommendations.
• Performs a wide variety of complex, responsible, and confidential duties for assigned office and staff; relieves executive and management staff of administrative work, including investigating and answering complaints and providing assistance in resolving operational and administrative problems.
• Drafts, types, word processes, and proofreads a wide variety of reports, letters, memoranda, agendas, work orders, correspondence, resolutions, proclamations, certificates, and other documents; types from rough draft, verbal instruction, or transcribing machine; independently composes correspondence and other…