Executive Assistant

Posting Close DateApplicants must submit their completed application by 08-09-2026 at 11:59 p.m. MSTApplication and Special Instructions**As part of the online application process, all applicants are required to submit both an updated resume and cover letter at the time of application. Applications received that do not contain a resume and cover letter will be considered incomplete and will not be considered further in this recruitment process. **
COVER LETTER INSTRUCTIONS:
Please detail your experience working in a fast-paced environment managing the scheduling, communication, and information needs of multiple executives.

Also detail the types of tools and software you use to support this type of work.
INTERVIEW INFORMATION:
Panel board interviews will take place on Wednesday August 19th and Thursday August 20th.
Hiring interviews may occur.
Recruiter contact information: If you have any questions, please contact Andrew Brownell at [email protected] or (520) 738-5406.

Position Specific Summary

The Executive Assistant position at the City of Tucson’s General Services Department performs administrative, clerical, and financial support functions for the Department Director and Deputy Directors and provides excellent customer service to internal and external customers by identifying resources and providing solutions to common inquiries.

Work is performed under the supervision of the Director of General Services. This position does not supervise.

Duties and Responsibilities

• Maintains the executive leadership's calendars and emails by scheduling and tracking appointments and collaborating with other parties. Prioritizes time sensitive requests and confidential matters accordingly. Disseminates confidential documents, sorts and distributes mail, and prepares memos, correspondence, forms, reports, and files. Assists with preparing meeting agendas, presentations, and taking meeting notes and minutes. 

• Serves as a liaison between department executive leadership, department staff, other City departments, elected officials, and constituents. Prepares travel arrangements including flights, accommodations, ground transportation, and seminar and training registrations for the department’s executive team. Manages and maintains the department’s vehicle records and coordinates vehicle availability for use.

• Handles incoming calls, directs inquiries and requests, takes messages, and forwards to the appropriate staff. Responds promptly to voicemails and greets visitors. Provides timely responses to information requests from department staff, other City departments, elected officials, and constituents.

• Addresses constituent complaints and concerns by compiling information, researching issues, facilitating resolutions with the appropriate department or agency, and communicating findings to the complainant. Records and documents actions and resolutions, and closes out complaints. Promotes departmental services and programs to constituents at community and special events.

• Prepares purchase orders, invoices, and other financial documents for review and approval by the department director. Purchases goods and services, verifies procurement card transactions, and reconciles and tracks office supply expenditures using Enterprise Resource Planning (ERP) systems.

• Performs all other duties and tasks as assigned.

Working Conditions

• Work schedule may require incidental early morning, late evening, or weekends. 

• Mostly works in an office environment but may require some occasional outdoor work with light exposure to physical or environmental conditions.

All duties and responsibilities listed are subject to change. MINIMUM QUALIFICATIONSEducation6 months post high schoolExperienceFour (4) years of relevant experienceEquivalency

Any combination of relevant education and experience may be substituted on a year-for-year basis.

License/CertificationsPreferred QualificationsMINIMUM REQUIRED QUALIFICATIONS:
Education: Six (6) months post high school
Work Experience: Four (4) years of directly related experience.
Equivalency: Any combination of relevant education and experience may be substituted on a year for year basis.POSITION DETAILSJob ProfileJ0043 - Executive Assistant

View full job profile including classification specifications and physical demands at https://www.tucsonaz.gov/Departments/Human-Resources/Tucson-Talent.

Compensation GradeG105Hourly Range$21.96 - 32.94 USD

The City of Tucson considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.

Fair Labor Standards Act (FLSA)Non-ExemptPosition TypeRegularTime TypeFull timeDepartmentGeneral Services DepartmentDepartment Linkhttps://www.tucsonaz.gov/Departments/Environmental-and-General-ServicesBackground Check

This position has been designated to require a criminal background check. The City of Tucson is a Second Chance Employer.

ABOUT USBenefits

The City of Tucson offers a generous benefits package for benefit-eligible positions. The comprehensive, flexible, and affordable coverage is designed to optimize health and well-being, security and future, and peace of mind. Benefits begin with medical, dental, vision, life, disability, and FSA coverage, surpassing your standard 401(k) program by offering a rich pension plan plus optional Roth and pretax deferred compensation savings. With your well-being in mind, our paid time off program provides new hires with 38 paid days off in the first year of employment, with time off increasing steadily in subsequent years. We offer twelve weeks of paid parental leave, paid tuition reimbursement, student loan repayment, off- and on-the-job training, and opportunities to forge connections with peers and the community through employee resource groups and paid volunteer hours. You can learn more about our benefits at https://www.tucsonaz.gov/Departments/Human-Resources/Employee-Benefit-Snapshot.

Citizenship

The City of Tucson employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.  The City of Tucson does not offer visa sponsorship.

The City of Tucson is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer

The city does not discriminate based on race, color, religion, sex (including sexual orientation, gender identity, and pregnancy), national origin, veteran status, age, disability, genetic testing, or any other protected status. If you believe you have been a victim of discrimination, you may file a complaint with the City of Tucson's Office of Equal Opportunity Programs, U.S. Equal Employment Opportunity Commission (EEOC) or Arizona Attorney General's Office of the Civil Rights Division (ACRD). 

ADA Accessibility Compliant Form

The City of Tucson is committed to providing access and reasonable accommodation for individuals with disabilities or who require religious accommodation; please contact Human Resources at [email protected].

Recruiter NameAndrew BrownellRecruiter Email[email protected]

For general Human Resources questions please contact 520-837-4190.