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SalaryPosition Description
The Office of the Mayor of Seattle’s Vision Statement is: One Seattle. This vision is accompanied by our Accountability statement, which is: Bringing everyone together to inspire the best in one another, One Seattle is a city where our strength and excellence are defined by leading with equity, kindness, inclusion, humility, and accountability.
We are looking for a highly skilled administrative professional to act as the Deputy Mayor Executive Assistant and provide executive-level administrative & operations support to the Deputy Mayor of External Affairs. In this role, you will provide advanced support to the Deputy Mayor on a variety of highly sensitive and complex administrative, operational, and budgetary functions. You will play a key role in ensuring smooth functioning of the organization, provide steady support in fast paced situations, anticipate needs, and proactively create efficiencies. Some of your responsibilities will include handling scheduling, travel, communication, and key personnel duties for the Deputy Mayor and his portfolios focused on policy and encouraging collaborative relationships with community groups, non-profit organizations, and local businesses in coordination with the Mayor’s external relations team.
Job Responsibilities
Here's more of what you'll be doing:
- Handling the administrative functions for the Deputy Mayor, including maintaining a complex calendar, preparing correspondence, and prioritizing participation and engagement in internal and external meetings and events.
- Coordinating and preparing for meetings, including collecting documents, conducting background research, and providing logistics.
- Drafting, reviewing, and sending communications on behalf of the Deputy Mayor.
- Prioritizing emails and responding when necessary.
- Tracking, coordinating, and triaging time sensitive requests, working closely with operations staff as necessary to create materials, presentations, and other deliverables.
- Monitoring and tracking key action items and ensuring follow-up.
- Frequently communicating with the Deputy Mayor, the Mayor’s Executive Team & staff, City Department leaders, and diverse external partners.
- Coordinating travel, including travel itineraries, conference registration, booking flights, making hotel reservations, arranging transportation, and reconciling expense reports.
- Drafting agendas, preparing materials, taking meeting minutes, and following up on action items for certain committees, workgroups, and key meetings.
- Assisting with special projects, as needed based on the operational needs of the Deputy Mayor.
Qualifications
A Deputy Mayor Executive Assistant will play a meaningful role in supporting the Deputy Mayor’s daily operations and ensuring seamless communication with diverse internal and external partners. You possess the ability to be flexible, trustful, and adaptable in a fast-paced work environment. A dedication to listening, creating space for diverse perspectives, and the pursuit of inclusive and just outcomes will be at the center of your professional practice. The ability to apply your independent decision making, critical thinking and creativity will also contribute to your success.
You will feel prepared for this role if you have a combination of the below:
- Exceptional interpersonal skills, including the ability to communicate positively and effectively across a diverse workforce as well as with executives, elected officials and other senior-level staff, community-based organizational groups, and constituents.
- Self-motivation and a solution-oriented approach, and the ability to be productive with minimal oversight.
- Strong organizational skills, detail-oriented, and able to multi-task while adhering to tight deadlines in a highly confidential and political environment.
- A proven ability to work daily towards racial equity, justice, and inclusion.
- Experience working with executives, elected officials, or in political environments.
Your effectiveness in this role will depend on your:
- Excellent written and verbal communication skills.
- Strong customer service skills.
- Accountability for your own work and the success of those you support.
- Interaction skills that reflect a deep understanding of Race, Social Justice, and Equity.
- Ability to provide a calm, positive, solutions-oriented approach in a fast-paced environment doing critical work, including understanding when and how to re-prioritize deliverables.
- Ability to maintain confidentiality.
- Experience and proficiency with frequently used computer software and programs, such as Microsoft Office.
In addition to the skills, experience, and ability to perform the tasks described above, you will need to possess the below required qualifications:
- Experience providing complex administrative support to an individual or team, or in a related field.
- Associate or Bachelor’s degree is preferred.
Additional Information
This position is classified as a Mayoral Staff Assistant 2 and is exempt from the Civil Service System. The full salary range for this position is $33.30 - $66.61 per hour. The salary range for this individual role has been identified as $44.95 - $46.68 hourly ($93,855.60 - $97,467.84 annually). This position is not eligible for overtime compensation.
The schedule for this position is flexible, depending on the daily needs of the Deputy Mayor. At minimum, this position will be expected to be in the office 4 days a week. Individual schedules will be subject to change and based on agreement between the employee and their supervisor.
This hiring process involves a background check of conviction and arrest records in compliance with Seattle's Fair Chance Employment Ordinance, SMC 14.17. Applicants will be provided an opportunity to explain or correct background information.
Why work at the City of Seattle?
The City of Seattle recognizes every City employee must play a role in ending institutional and structural racism. Our culture is the result of our behavior, our personal commitments, and the ways that we courageously share our perspectives and encourage others to do the same. To cultivate an antiracist culture, we seek employees who will engage in the Race and Social Justice Initiative by working to dismantle racist policies and procedures, unlearn the way things have always been done, and provide equitable processes and services.
Benefits – The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans.
APPLICATION PROCESS:
We will be reviewing applications as they are received, please submit your application as soon as possible. Applications submitted by 4:00pm Pacific Time on Tuesday, April 2, 2024 will receive priority consideration.
In addition to completing the application www.governmentjobs.com/careers/seattle please upload:
- A cover letter explaining your interest in this opportunity with the Mayor’s Office and capability to perform this job.
- A PDF resume which illustrates your related skills and abilities.
The first round of in-person interviews for this position is tentatively scheduled for the week of April 22, 2024, with the second round taking place on the week of April 29, 2024.
Who may apply: This position is open to all candidates who demonstrate alignment with the skills and experience described above. The City of Seattle values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. The City encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experience.
If you have questions about the application process, please contact: Marina Silcheva at Marina.Silcheva@seattle.gov
To learn more about the Mayor’s Office, please visit: https://www.seattle.gov/mayor
The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.
