Executive Assistant to the City Manager

The City Manager’s Office provides strategic leadership that supports the Mayor and City Council in making public policy decisions and ensures the organization is delivering cost-effective services that meet the needs of our community with the highest standards of customer service. The City Manager’s Office also serves to guide fiscal and change management, the building and development of our workforce, and development of long term, data driven strategies to invest in the City’s future. The City Manager has designated five foundational strategic support areas aimed at ensuring organizational health and improving service delivery to the community. These five foundational strategic support areas include: delivering excellent customer service; closing racial and social inequities; structurally balancing the General Fund; driving organizational performance, and making San José a great place to work.

The City of San José’s Office of the City Manager is seeking an Executive Assistant to the City Manager. This role sits at the center of executive leadership for one of the largest cities in the United States, serving nearly one million residents. The Executive Assistant operates as a key partner to the City Manager, with visibility into critical decisions, priorities, and issues shaping the City. Success in this role requires not only strong execution but also sound judgment, situational awareness, and the ability to navigate complexity with confidence.

Serving in the highest-level administrative position in the City, the Executive Assistant to the City Manager acts as a trusted representative in interactions both within and outside the organization. This person exercises a high degree of discretion, judgment, and sensitivity around executive-level actions to support timely decision-making that impacts City services, priorities and outcomes.

This position directly supports the City Manager by orchestrating the flow of information across the City Manager’s Office and the City Departments. The role operates in a fast-paced, high-demand environment where priorities may shift quickly, requiring the ability to respond to emerging issues while maintaining accuracy, continuity, and forward momentum. This person will be regularly entrusted with sensitive information and is expected to exercise independent judgment while coordinating complex projects and executive-level activities.

This role is well-suited for individuals who thrive in high-stakes environments, exercise sound judgment under pressure, and take ownership of complex, high-visibility work. Additionally, this position may provide general office management, lead other support personnel, and perform other related work as required.

Duties of this position include:

• Supports senior and executive-level leadership in a fast-paced, high-demand environment by managing priorities, workflows, and sensitive matters with a high degree of accuracy, accountability, and discretion.
• Coordinates and manages complex administrative and operational processes, including information flow, scheduling, and competing deadlines, to ensure continuity and efficiency of executive-level operations.
• Anticipates needs, identifies issues, and proactively resolves challenges with minimal direction, exercising sound judgment in high-impact or politically sensitive situations.
• Prepares, reviews, edits, and refines executive-level materials, including briefings, reports, correspondence, and presentations, ensuring clarity, accuracy, and alignment with leadership priorities.
• Organizes and coordinates high-level meetings and engagements, including agenda development, material preparation, logistics, and follow-up actions.
• Facilitates coordination across departments, teams, and external stakeholders to advance initiatives, ensure alignment, and track progress on key priorities, deadlines, and deliverables.
• Interprets, applies, and communicates policies, procedures, and executive direction to support informed decision-making and consistent organizational practices.
• Serves as a liaison and representative in interactions with internal and external stakeholders, handling inquiries, issues, and communications with professionalism and discretion.
• Translates executive priorities into coordinated actions and supports the implementation of high-visibility initiatives involving multiple stakeholders and competing timelines.
• Establishes, maintains, and ensures compliance of records, filing systems, and administrative procedures in accordance with organizational and legal requirements.
• Utilizes Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) or equivalent tools to manage communications, develop materials, and support operational needs.
• Other duties as assigned.

Minimum Education and Experience Qualification

• Completion of high school or GED and six (6) years of increasingly responsible secretarial experience including one (1) year of experience performing work of a similar nature and level as an Administrative Assistant with the City of San Jose.

Desirable Education and Experience Qualification

• Associate of Arts degree or a Bachelor’s degree from an accredited college plus five (5) years of progressively responsible work experience in the business field and/or office management.

Desirable qualifications for this position include:

• Knowledge of the functions, responsibilities, and operational relationships of City of San José departments and leadership structure.
• Knowledge of principles of public administration, organizational dynamics, and the role of municipal government in delivering services.
• Ability to coordinate, guide, or provide oversight to administrative functions or support staff, as needed, to maintain effective office operations.

Desired qualities for this position include:

• Executive-Level Communication and Relationship Management – Builds trust and credibility through professionalism, discretion, responsiveness, and integrity. Communicates clearly and confidently both orally and in writing; demonstrates strong listening skills, diplomacy, and the ability to work effectively with elected officials, executives, staff, and community stakeholders.
• Proactive and Analytical Problem Solving – Anticipates needs, identifies issues early, and develops practical solutions with minimal direction. Exercises strong analytical and organizational skills, sound judgment, and attention to detail while managing sensitive and complex assignments.
• Organization and Multi-Task Management – Highly organized self-starter who effectively manages competing priorities, multiple projects, and rapidly changing demands in a high-volume executive office environment. Maintains accuracy, follow-through, and composure under pressure.
• Technical and Administrative Expertise – Demonstrates advanced proficiency with Microsoft Office Suite and common business technologies, including Outlook, Word, Excel, PowerPoint, and other administrative and collaboration tools. Produces high-quality written materials, reports, presentations, and correspondence with accuracy and professionalism.
• Adaptability and Initiative – Responds effectively to changing priorities, deadlines, and organizational needs. Takes initiative, remains flexible, and consistently provides helpful, solutions-oriented support to executive leadership and departmental operations.
• Professional Knowledge and Judgment – Demonstrates strong knowledge of administrative best practices, organizational procedures, and applicable policies and regulations. Handles confidential information with discretion and exercises independent judgment in decision-making and prioritization.

SELECTION PROCESS

The selection process will consist of an evaluation of the applicant’s training and experience based on the resume and responses to the job-specific questions. Only those candidates whose backgrounds best match the position will continue to the next phase of the selection process. Interviews are tentatively scheduled for Friday, May 29, 2026, 9AM-11AM and Monday, June 1, 2026, 3PM-5PM.

If you have any questions regarding the duties for this position or the recruitment process, please contact Edwin Huertas, CMO Senior Executive Analyst, at 408-535-8100 or Edwin.Huertas@sanjoseca.gov.

You MUST answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. Answers referring to a resume will be considered non-responsive and result in disqualification.

JOB SPECIFIC QUESTIONS

Supplemental Questions

1. We recognize that Artificial Intelligence (AI) is becoming part of daily life and can be a valuable tool for learning, research, and professional growth. We encourage candidates to use AI responsibly as a support in preparing application materials, live assessments, and interviews. However, we value authenticity, accuracy and truthfulness. Application responses and interview answers must reflect the candidate’s own knowledge, skills, and experiences. While AI can supplement preparation, it cannot replace the originality and judgment we look for in our employees. This ensures fairness, transparency, and equity for all applicants in the hiring process.

1. Describe your experience providing administrative or operational support to senior or executive-level staff. Include a specific example that demonstrates how you managed complex calendars, anticipated needs, handled competing priorities, and ensured the executive was well prepared.

1. Please describe your experience coordinating written communications and meetings across departments or agencies under strict or competing deadlines. Include a specific example of how you ensured accuracy, alignment, and timely delivery, and any challenges you had to navigate.

1. Describe a time you worked in a fast-paced, constantly changing environment where priorities shifted frequently. How did you manage competing tasks, and what strategies did you use to maintain accuracy and quality?

1. Describe a time you had to handle a sensitive, confidential, or politically delicate situation. What was your approach, and how did you ensure it was handled appropriately?