Executive Assistant (Part-Time/ Limited Term)

Job Description:

Executive Assistant (Part-Time/ Limited Term)

Description

Description

The City of Palo Alto is seeking an experienced Executive Assistant to provide direct administrative support to the Mayor, Vice Mayor and five Council Members. This role is well suited for a highly organized, adaptable professional who is comfortable working at the executive level and brings sound judgment, discretion, and strong communication skills to their work.

This role involves managing a wide range of complex, confidential, and time-sensitive responsibilities, including calendaring, event and travel coordination, correspondence, and stakeholder communication. The ideal candidate is a fast learner who thrives in a fast-paced environment, can manage multiple priorities, and demonstrates professionalism, flexibility, and a high level of discretion in working with elected officials.

Ideal Candidate

• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to work under pressure and adapt quickly to changing priorities.
• Demonstrates sound judgment, discretion, and professionalism.
• Experience working with senior executives, preferably elected officials and/or in a government setting.
• Flexible and responsive to varying workload demands.
  
  

This is a part-time, limited-term position requiring flexibility in working hours and days, including availability outside of standard business hours to support meetings, events, and Council needs.

Essential Duties

Key Responsibilities

• Manage complex calendars and scheduling for the Mayor, Vice Mayor and five Council Members.
• Oversee Council Member travel arrangements and expense reports.
• Communicate regularly with Council Members and track follow-ups.
• Track invitations, coordinate attendance, and ensure Council is informed and included in key events.
• Provide general administrative and operational support, including maintaining oversight of ongoing activities.

Minimum Qualifications

Ideal Qualifications

• Experience managing complex calendars, coordinating events, and handling travel logistics
• Proficiency in standard office software (e.g., Microsoft Office Suite) and calendaring systems
• Experience with written professional communication and interacting with diverse stakeholders
• Ability to maintain confidentiality and exercise discretion in sensitive situations
• Strong interpersonal skills with a customer service and public-facing mindset

Supplemental Information

Our online application system is provided by NeoGov. If you have problems while applying online, please contact NeoGov's Live Applicant Support at (855) 524-5627 between 6:00 AM and 5:00 PM Pacific Time, Monday - Friday.

The City of Palo Alto is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

This is a non-benefited position.

Closing Date/Time: 4/29/2026 11:59 PM Pacific

Salary:

$41.28 - $58.00 Hourly