Mayor's Executive Assistant

Salary: $28.08 - $29.48 Hourly
Location : 710 E Mullan Ave. Coeur d'Alene, ID
Job Type: Full-time
Job Number: 26-00048
Department: Municipal Services
Opening Date: 07/30/2026
Closing Date: 8/14/2026 5:00 PM Pacific

Job Summary

The City of Coeur d'Alene is hiring for a highly skilled Executive Assistant to work for the Mayor, City Council, City Administrator and the Municipal Services Director/City Clerk.

The Mayor's Executive Assistant performs executive level administrative support for the Office of the Mayor, City Council and the City Administrator. The position also provides administrative support for the Municipal Services Director and other department heads, as well as boards, commissions and committees as assigned. This position differs from other Executive Assistants or Administrative Assistants with its broader scope of responsibility on a citywide basis and the diversity and complexity of duties. In addition to similar duties performed by other administrative staff in the city such as taking minutes at meetings, preparing agendas, coordinating meetings, updating the website, processing accounts payable, this position performs research, develops non-routine correspondence, writes routine speeches, investigates solutions to special issues or problems, and facilitates the flow of information between city departments and the Mayor, City Council and City Administrator. The job requires the ability to maintain a collaborative and cooperative working relationship with elected and appointed officials, other City employees, other organizations and the general public. Highly developed interpersonal and communication skills are essential, as are time management and organizational skills. The position reports to the Municipal Services Director, but works independently with latitude for independent judgment and discretion. The work is accomplished primarily in an office environment.
Examples of Duties
(illustrative only and may vary by assignment)

• Provides executive level administrative support for the Mayor, City Council, City Administrator, and the Municipal Services Director;
• Drafts routine and non-routine correspondence, speeches, Mayoral Proclamations and retirement letters;
• Conducts background research for the Mayor's State of the City Address and other speaking engagements;
• Prepares and/or assists the City's Municipal Milestones newsletter for distribution internally and externally;
• Performs secretarial duties to assist the Mayor, Council and City Administrators such as making travel arrangements, coordinating calendars, arranging for City representation at meetings, and overseeing advisory boards;
• Schedules and facilitates City Hall Meet & Greets with the Mayor and city dignitaries;
• Prepares routine press releases and posts to social media and website;
• Maintains accurate and up-to-date files;
• Coordinates accounts payable for Municipal Services, Administration, Mayor and Council and balances purchasing card statement;
• Prepares agenda and packets for City Council, General Services Committee, Public Works Committee and other meetings/committees as assigned;
• Provides back-up support for the City Clerk in the preparation of agenda for Council meeting.
• Attend Council meetings, take minutes and follow-up on action items;
• Prepares and presents complex travel arrangements involving multiple parties;
• Calendars and schedules meetings, workshops and special events;
• Maintains and manages the database of committee members tracking service time and expiration dates;
• Maintains the City's website for content (posts agendas, announcements, creates new pages, links, etc.);
• Coordinates student representative recruitment and appointments;
• Provides extensive customer service, education, and information to the public;
• Plans, organizes, and conducts special projects as assigned;
• Responds to management's, supervisor's, co-workers' and citizens' questions and comments in a courteous, thorough and timely manner;
• Performs time management and scheduling functions, meets deadlines, and sets project priorities;
• Maintains strict confidentiality of all matters;
• Assists other department and City employees as needed or requested;
• Performs all work duties and activities in accordance with City policies, procedures, and safety practices.

Secondary Duties and Responsibilities:

• Prepares agenda and minutes for the City's Executive Team;
• Provides back-up support for the Senior Legal Assistant in the prepreation of documents for Council packets;
• Coordinates and schedules meeting of North Idaho Mayor's Coalition;
• Coordinate and schedule the Committee Chairs meeting;
• Proofreads and edits the work of others;
• Coordinates public relations events for the Mayor;
• Performs other duties as assigned.

Minimum Requirements

• Associate's Degree in administrative technology or business management is preferred; and
• Five (5) years of executive level administrative support experience with progressive authority and responsibility, preferably in a political environment; or
• An equivalent combination of education and experience that provides the required skills, knowledge and abilities to successfully perform the essential functions of the position may be considered.

Supplemental Information
The requirements listed below are representative of the minimum knowledge, skill, and/or ability required for an individual to satisfactorily perform each essential duty satisfactorily and be successful in the position.
Knowledge of:

• Municipal government organization and services and inter-relationship of various city functions;
• Operational issues and functions of a political office in a municipality;
• Time management and organization methods and practices;
• Administrative techniques in a modern office environment;
• General bookkeeping and accounting principles and practices;
• Public sector, government, or related environment and operations, including general municipal management terminology, codes, acts, and regulations.

Skill and Ability to:

• Demonstrate a high level of organizational and interpersonal communication skills;
• Utilize strong analytical skills to conduct research and manage special projects;
• Professionally represent the Mayor, City Council and City Administrators;
• Multi-task and independently handle a wide variety of issues;
• Communicate effectively in writing and speech;
• Address complex issues and handle potentially difficult situations;
• Use good judgment in problem solving and decision making;
• Communicate facts in an understandable manner and present recommendations in a clear, concise, logical manner;
• Display an attitude of cooperation and work harmoniously with all levels of City employees, the general public and other organizations;
• Assist the public in a professional and courteous manner;
• Proficiently operate computers, software programs, such as Microsoft Word, Excel, PowerPoint, or similar office software to create documents and other materials, maintain information, and generate reports;
• Use English and speak clearly for understanding;
• Maintain a professional demeanor at all times;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Demonstrate integrity and ingenuity in the performance of assigned tasks and solving problems;
• Perform all duties in accordance with City policies and procedures with regard for personal safety and that of other employees and the public.

Physical Demands & Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of a job, on a case-by-case basis.

While performing the duties of this classification, the employee is frequently required to stand, walk, sit, stoop, kneel, bend, and reach with hands and arms. The employee must frequently lift and/or move up to 25 pounds in a general office environment. Specific vision abilities required by this classification include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to communicate effectively in person and by telephone. While performing the duties of this classification, the employee works in a public building setting where the noise level in the work environment is usually moderate.
The City of Coeur d'Alene offers a very generous benefit package. Below is a brief overall summary of our general benefits. Depending on the position you are applying for, the position may fall under a specific bargaining group and as a result, may have benefits in addition to what is listed below.
Retirement & Investment Plans:

• PERSI retirement benefits,
• 401k & 457 investment plans

Medical

• Regence Blue Shield of Idaho
• Employee covered 100%, low cost dependent coverage
• Employees choosing to waive medical coverage due to other group coverage available, may receive a monthly contribution into their HRA VEBA plan.

Dental:

• Blue Cross of Idaho
• Willamette Dental
• Northwest Dental Benefits
• 100% employer paid for employee and dependents

Life Insurance and Long Term Disability

• Basic life insurance, line of duty death and Long Term Disability, 100% employer paid
• Supplement life insurance available

Health Reimbursement Arrangement (HRA)- Pre and post-retirement health reimbursement arrangement. The city makes tax-free contributions into the eligible employee's account on a monthly basis.

Paid Leave:

• 11 paid holidays
• 8, 10 or 18 hours vacation per month (depending on CBA), increasing with years of service
• 10 hours sick (24 for fire) per month

Other Option Benefits:

• Employee Assistance Program (EAP)- Comprehensive program that provides counseling for work, family, personal and financial issues. This benefit also has telehealth options.
• Tuition Reimbursement
• Pre-tax Flexible Spending Accounts
• AFLAC-Colonial Life
• Supplement Life Insurance: for employee and spouse
• Wellness Benefit

01

Please select your highest completed level of education.

• High School
• Associate degree
• Bachelor degree
• Master degree

02

This position will require working some evening hours for various meetings. Do you have any concerns with this requirement?

• Yes
• No

03

For this application we require a cover letter as well as resume. Please verify that you have attached a cover letter and resume prior to submitting this application.

• Yes
• No

Required Question

Salary : $28 - $29