The City Clerk’s Office is seeking a highly skilled, motivated individual to join our collaborative and dedicated team. Guided by our vision - connecting customers to resources through transparent, innovative and exceptional service – we strive daily to be honest and transparent in our actions, to remain curious, to seek and respect all voices and opinions, and to present the best and most authentic version of ourselves in our service to the community, City Council, city leadership and staff. If this aligns with your values, we are looking for you!
The Executive Assistant to City Council is a fast-paced and multi-faceted position that works under the direction of the City Clerk and provides executive-level confidential support to the seven-member elected City Council. Dealing with highly complex and confidential matters, requiring an advanced level of professionalism and diplomacy, this position is one of two Executive Assistants supporting the City Council and entails managing the Council’s daily operations and fostering strong connections with the Council and its stakeholders.
The ideal candidate must be able to communicate, interact, and coordinate at a high level with a wide variety of groups including internal staff, professional organizations, diverse residents and businesses in Bellevue, and regional officials, including elected officials and other external stakeholders. We are looking for candidates who have detailed experience in all aspects of executive level administrative support and a clear understanding of the professionalism and political savviness necessary to perform this job at a high level.
If you are a proactive and resourceful individual with a passion for public service, we encourage you to apply for this exciting position.The following functions are not intended to serve as a comprehensive list of all duties performed in this classification, only a representative summary of the primary duties and responsibilities. 

• Provide comprehensive support to the City Councilmembers and serve as a liaison between the Council, community and city staff.
• Manage all incoming visitors and facilitate the efficient flow of correspondence directed to Council, discerning the nature of inquiries and personally addressing routine matters, directing more complex issues to the appropriate official/staff member and ensuring customer follow-up. 
• Schedule appointments for, and with, the Council. Coordinate and schedule meetings and events involving multiple stakeholders; make travel arrangements as necessary.
• Prepare presentations and trainings for staff on Council process, packet production, and other areas where staff interact with Councilmembers.
• Attend weekly (Tuesdays at 6 p.m.) Council meetings to facilitate logistics and set-up; greet attendees and participants and ensure an effective flow to the meeting; track follow-up items from meetings to ensure timely response.
• Maintain files and records for the City Council, ensuring compliance with established retention and disposition schedules. 
• Coordinate response to public records requests and oversee the collection of responsive records from Councilmembers.
• Order or purchase supplies for City Council; prepare requisitions, audits, and reconcile monthly invoices.
• Coordinate preparations for Council events including media appearances, receptions, retreats, award presentations and dignitary visits. 

Supervision Received and Exercised:

• Work under the general supervision of the City Clerk.

Knowledge, Skills, Abilities and Competencies

• Ability to communicate effectively, both verbally and in writing.
• Demonstrated ability to exercise sound judgment and maintain confidentiality.
• Demonstrated attention to detail, a strong work ethic and commitment to follow-through.
• Flexibility to adapt to changing priorities and work independently with minimal supervision.
• Ability to demonstrate professionalism in communication with Councilmembers, staff and the public.
• Ability to work independently on complex and confidential tasks, compose effective and accurate correspondence, and deal with non-routine and complex tasks.
• Ability to communicate sensitive topics in an effective and courteous manner.
• Ability to exercise sound judgment, initiative and problem solving.
• Ability to work as a team member, understanding the necessity of proactive communication. 
• Ability to interact professionally with diverse stakeholders.
• Establish and maintain effective working relationships with staff, external partners, and others.
• Must be organized with the ability to prioritize multiple competing tasks and work well under pressure. 
• Knowledge of Business English and legal formats and terms.
• Knowledge of the operation of standard office equipment and software applications utilized by the City, including Microsoft Office suite, email, document management, complex calendar management, etc.
• Key Competencies 
  • Action Oriented: Taking on new opportunities and tough challenges with a sense of urgency, high energy and enthusiasm;
  • Decision Quality: Making good and timely decisions that keep the organization moving forward;
  • Nimble Learning: Actively learning through experimentation when tackling new problems, using both successes and failures as learning fodder;
  • Manages Complexity: Making sense of complex, high quantity, and sometimes contradictory information to effectively solve problems; 
  • Plans and Aligns: Planning and prioritizing work to meet commitments aligned with organizational goals.

Education, Experience, and Other Requirements

• Graduation from a college or university with a degree in business, public administration/policy, or another related field preferred.
• Five or more years of proven experience, preferably in public sector, providing high-level administrative support to elected officials or executive level management.
• Familiarity with local government structure and administration desired.
• Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.