Executive Assistant

What's the Role and What You'll Do Help Keep Our Community Safe, Connected, and Thriving Are you energized by the idea of supporting those who protect and serve?

Do you thrive in a fast-paced, purpose-driven environment where no two days are the same?

If you're an organized, resourceful professional who values public service and thrives behind the scenes, we invite you to explore a unique opportunity with the City of Mountain View.

We're hiring an Executive Assistant to support two of the most mission-driven departments in our city: Police and Fire.

In this highly visible role, you'll become a trusted partner to both the Police Chief and Fire Chief, helping lead from behind the scenes and ensuring day-to-day operations run seamlessly.

This position is more than a desk job, it offers a rare opportunity to work at the intersection of public safety, executive-level administration, and city service.

Each task you take on, from preparing executive communications to coordinating department wide initiatives or managing complex scheduling logistics, your work plays a vital role in supporting the essential services that keep our community safe, connected, and resilient.

What You'll Do * Provide direct executive-level administrative support to both the Police and Fire leadership teams.

* Coordinate meetings, prepare internal and external reports, manage department communications, and handle sensitive information with discretion and confidentiality.

* Track timelines, organize documents, and help both departments stay one step ahead.

* Support internal functions such as purchasing, scheduling, and team coordination.

* Help keep things moving, so our first responders can focus on keeping the community safe.

* Manage and supervise clerical staff and coordinate as needed with divisions in both departments.

What Makes This Job Special * Dual Impact: You'll support two incredible departments, Police and Fire, while contributing to the safety of the entire city.

* Trust and Purpose: As a key administrative hub, you'll handle important, often confidential matters that require tact, care, and professionalism.

* A Team that Cares: You'll work with experienced leaders who value collaboration, mutual respect, and shared goals.

* Work That Feels Good: Your efforts will support real people doing real work from fire prevention, public education and environmental protection to emergency response to community engagement.

The Essentials Executive Assistant * Four years of increasingly responsible secretarial, clerical experience, including some office management and/or supervisory experience.

* Equivalent to possession of an associate of arts degree.

Bonus Points: * Experience in working with a government agency.

* Experience working in a Police/Fire Department.

Are We a Match?

You'll Thrive Here If You...

* Have a strong administrative foundation and enjoy supporting executives or department leaders.

* Know how to stay calm under pressure and can juggle multiple priorities with professionalism.

* Are a natural problem-solver who brings good judgment and a team-first mindset.

* Take pride in details, follow-through, and clear communication.

* Have experience in local government or public service or are eager to bring your skills into this meaningful sector.

Application materials will be screened on a continuous basis with a first application review date of Tuesday, July 8, 2025 at 5:00 pm (PST). Applications received by this date will be prioritized.

Qualified candidates are encouraged to apply early as this recruitment may close at any time.

Candidates with the most relevant qualifications will be invited to the following process: * Oral Board Interview Panel (weighted 100%) via video conference (Zoom). * In-person Department Interview - Select candidates who pass the oral board interview may be invited to meet with staff from the Police/Fire Department for a more in-depth discussion regarding the position and their qualifications.

Depending on the number of applicants, this process may be altered.

Fine Print.

The annual salary range is $91,570 - $123,890 with a control point of $107,730.

Pay beyond the control point may be awarded for exceptional experience and qualifications upon hire and/or for meritorious performance while serving.

Candidates with a disability who may require special assistance in any phase of the application or testing process should advise the Human Resources Department upon submittal of application.

Documentation of the need for accommodation must accompany the request.

The City of Mountain View is an Equal Opportunity Employer (EOE). Prior to hire, candidates are required to successfully complete a pre-employment process, including employment verification, Department of Justice (DOJ) and FBI fingerprint check.

A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction will result in disqualification or termination.

NOTE: The provisions of this bulletin do not constitute an expressed or implied contract, and any provisions contained in this bulletin may be modified or revoked without notice.

To learn more, visit our Benefit Comparison Chart and/or the applicable Memorandum of Understanding (MOU) on our website.

01 How many years of increasingly responsible secretarial, clerical experience, including some office management and/or supervisory experience do you have?

* Under 1 year * 1 - 2 years * 2 - 3 years * 3 - 4 years * 4 - 5 years * 5+ years 02 Which of the following would best describe your highest level of completed education?

* High School Diploma * AA/AS Degree * BA/BS Degree * Master's Degree * None of the above 03 Which of the following have you prepared or edited in a professional setting?

(Check all that apply) * Formal letters or official correspondence * Meeting agendas or commission minutes * City Council memorandums, reports, or resolutions * Incident reports or situation summaries * Public announcements or community notices * Email communications with internal staff or external agencies * None of the above 04 Which of the following have you regularly used to support executives?

(Check all that apply) * Microsoft Outlook (email and calendar management) * Microsoft Word and Excel * Adobe, Canva * Records management systems (e.g., CAD, RMS) * Video conferencing platforms (e.g., Zoom, Microsoft Teams) * Payroll and workforce management solutions (UKG Kronos Telestaff) * Multi-line phone systems and voicemail * Printers, scanners, and copiers * None of the above 05 How confident are you in handling confidential or sensitive information such as personnel records, investigations, or emergency response details?

* Very confident - Routinely manage sensitive records securely and independently * Confident - Understand and follow confidentiality protocols * Somewhat confident - Limited experience handling sensitive materials * Not confident - Have little exposure to confidential public safety information 06 Which of the following tasks have you performed?

(Check all that apply) * Compiling data for reports, grants, or briefing packets * Drafting correspondence, job postings, or policy summaries * Organizing materials for meetings, training, or public outreach * Maintaining logs of action items or follow-ups * None of the above 07 Which of the following have you done?

(Check all that apply) * Training new administrative employees or temporary staff * Reviewing work products for accuracy and compliance * Assigning tasks and managing workload distribution * Write and administer employee evaluations * None of the above Required Question Employer City of Mountain View (CA) Address 500 Castro Street Mountain View, California, 94041 Website