Executive Assistant

Description

Starting Wage: $46.18 - $57.77/hour

Benefits 

Position Closes: September 1, 2026

The City of Gig Harbor is looking for a dynamic, detail-oriented Executive Assistant  to join our team. Serving as a crucial link between executive  leadership, elected officials, and the vibrant Gig Harbor community,  this role offers the opportunity to drive organizational success behind  the scenes.

If you excel at managing competing priorities,  possess top-notch customer service skills, and bring experience with  public records, executive scheduling, and digital communications, we  want to hear from you! Step into a fast-paced, high-visibility role  where your initiative, discretion, and problem-solving skills will  directly impact our city's mission and future.

POSITION OVERVIEW

The executive assistant provides high-level administrative and operational support to ensure the efficient and effective functioning of the Executive Office. This position manages executive workflows, coordinates priorities, and facilitates clear, timely communication between the city administrator, mayor, city departments, external partners, and the community. Duties and responsibilities vary from complex clerical and administrative tasks that follow standard procedures to coordinating internal and external activities for the mayor and city administrator. The executive assistant reports directly to the city clerk and acts on their behalf in the city clerk’s absence. 

ESSENTIAL FUNCTIONS

The job duties and responsibilities represented in this job description do not imply that these are the only duties to be performed. Employees will be required to follow any other job-related instructions and undertake other projects consistent with the role as requested by a supervisor. 

• Serve as executive assistant to the city administrator and mayor including maintaining calendars, maintaining email boxes, drafting correspondence, and maintaining filing systems.
• Serve as the primary contact for the city administrator and mayor; use sound judgment to route or respond to priority, confidential, or routine inquiries from public, official, and internal sources, tracking all required actions.
• Attend various administrative meetings, take minutes, and ensure commitments, agreements, and actions are completed. Responsible for follow-through and ongoing relationships.  
• Plan and coordinate a wide range of meetings, conferences, retreats, and special events for administration—including high-profile events with dignitaries and lobbyists—and serve as a liaison to community groups.
• Make travel arrangements for the mayor and city administrator.
• Assist city clerk with public record requests and other city clerk duties as assigned; 
• Provide backup to city clerk; organize and attend and staff meetings in the city clerk’s absence or as assigned by the city clerk.
• Support advisory board meetings as assigned by the city clerk. 
• Manage special projects as assigned by the city clerk. 
• Track and prepare vouchers for the city administrator, mayor, city clerk, communications, Housing, Health, and Human Services Program Manager.
• Compile information and materials for administration, other city department directors, and outside agencies as directed to include preparation of reports and summaries, correspondence, and memoranda. Proofread reports and correspondence as needed.
• Represent the city at public events, sharing information related to a wide array of city initiatives.
• Supports and promotes the city's strategic and operational goals.
• Maintain strict confidentiality of sensitive, privileged, and political information; exercise discretion and professionalism in handling personnel matters, executive communications, and records.
• Demonstrate initiative, sound judgment, and accountability in managing priorities, anticipating needs, and independently resolving issues to support the city administrator and mayor.
• May support in leading part-time, temporary, or intern personnel work activities within the department.
• Maintain punctual and reliable attendance.

KEY COMPETENCIES 

Knowledge of:  

• Various city departments and how they operate to serve the public.
• Best ways to gather data and feedback and report it to staff, elected officials, and the public to help provide perspective.
• Public records management, retention requirements, and disclosure practices.
• Methods and procedures of file management and business correspondence.
• Contemporary office procedures, methods, and computer equipment.
• Customer service protocols and how to ensure and evaluate customer satisfaction.
• Business writing and composition techniques.
• Microsoft Office Suite and general administrative and clerical procedures.
• Research methods using a variety of information and data sources.
• Associated Press (AP) style guide, proper grammar, punctuation, and spelling as well as how to strategically apply news and feature writing techniques in a municipal environment.

Ability to: 

• Communicate effectively with other employees and the public, individually and in groups, verbally in-person and by phone, and in writing.
• Speak in public and make clear presentations in both written and oral form.
• Exercise sound judgment and thorough knowledge of city policies and procedures.
• Deal effectively with the public in a customer-friendly manner and use considerable tact, patience, and courtesy in difficult situations. Provide excellent customer service.
• Operate a personal computer, calculator, ruler, copier, fax machine, and multi-line telephone.
• Use standard word processing programs and computer database systems.
• Establish and maintain a variety of record and filing systems.
• Utilize professional standards for business correspondence; in addition, this person will have mastered proper usage, spelling, grammar, and punctuation of the English language.
• Establish and maintain effective working relationships with a wide variety of others encountered in the course of the work.
• Work independently and as part of a service-oriented team and effectively handle multiple and conflicting tasks simultaneously.
• Pay attention to detail and accuracy.
• Work under challenging conditions and with frequent interruptions.
• Plan, organize, prioritize, and coordinate a diverse workload with a minimum amount of supervision.
• Understand and choose what tools work best for each project, message, and situation.
• Collaborate with staff in all departments to understand messaging needs from day-to-day matters ongoing work tasks, to special projects.
• Understand the Gig Harbor community and determine how to tailor national, professional trends to best serve this specific community.
• Prioritize and schedule work independently to meet timelines and needs of effective communications.
• Handle sensitive and complex projects or issues to provide transparency and build trust with the public.
• Travel locally to attend meetings or make presentations.
• Contribute to achieving the city's mission and vision.
• Maintain confidentiality and political neutrality.
• Develop and maintain positive relationships with elected officials, coworkers, representatives of other agencies and organizations, and the public. 
• Exercise good judgment in responding to resident inquiries and complaints. 
• Compile and organize complex material as needed.  
• Use modern communication devices and learn new systems as required. 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. 

Work is primarily performed indoors in a climate-controlled office environment with low noise levels, and occasional field site visits. 

Schedule: Typical business hours are Monday-Friday from 8am-5pm with a one-hour meal break. Work outside of defined hours may be required in order to meet deadlines. Occasional early morning, evening, and weekend meetings or events may occur. This position is considered essential and will require an on-site presence. Alternative work arrangements may be available as decided by the city clerk following the probationary period. 

Driving and Travel: Driving would typically be less than 5 hours a workweek. Travel is required to visit other work sites in the area and to attend meetings, presentations, trainings, and/or special events as needed. Overnight travel is possible a few times per year, typically for annual conferences that relate to the position.

QUALIFICATIONS

EDUCATION AND EXPERIENCE

Any combination of education, training and experience that indicates the individual can successfully perform the job may be considered.

• Associate’s degree in business administration, public administration, communications, or a related field.
• Three (3) or more years of professional, relevant experience performing para-professional administrative tasks and clerical work.
• Experience supporting executive level offices, performing progressively responsible tasks including executive scheduling, written communication and office administration.
• Work experience in municipal administration preferred.
• Proficient in Microsoft Office Suite.

CERTIFICATES AND LICENSES

The following certifications and licenses are required for the position (or must be obtained within the timeframe stated) and must be maintained for the duration of employment.

• A valid Washington State driver’s license (or ability to obtain one within 30 days of hire).

PHYSICAL CHARACTERISTICS

The physical attributes described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Sitting and/or standing for extended periods of time. Walking short distances. Reaching, handling, and grasping documents, binders, folders, and books. Clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately both in person and remotely. Repetitive motions for computer and telephone use. Exertion of force 40 lbs. occasionally and/or 15 lbs. frequently to lift/carry/move objects, files, and other materials.

ADDITIONAL REQUIREMENTS

• A history of and ability to maintain safe and responsible driving that meets the city’s motor vehicle record minimum driving requirements.
• Ability to pass position relevant pre-employment screening.

The requirements outlined in this job description may be modified to reasonably accommodate individuals with disabilities who are otherwise qualified for employment. 

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.