Executive Assistant

City of Tucson · United States

Applicants must submit their completed application by 08-09-2026 at 11:59 p.m. MSTApplication and Special Instructions

**As part of the online application process, all applicants are required to submit both an updated resume and cover letter at the time of application. Applications received that do not contain a resume and cover letter will be considered incomplete and will not be considered further in this recruitment process. **

Position Specific Summary

The Executive Assistant position at the City of Tucsons General Services Department performs administrative, clerical, and financial support functions for the Department Director and Deputy Directors and provides excellent customer service to internal and external customers by identifying resources and providing solutions to common inquiries.

Work is performed under the supervision of the Director of General Services. This position does not supervise.

Duties and Responsibilities

• Maintains the executive leadership's calendars and emails by scheduling and tracking appointments and collaborating with other parties. Prioritizes time sensitive requests and confidential matters accordingly. Disseminates confidential documents, sorts and distributes mail, and prepares memos, correspondence, forms, reports, and files. Assists with preparing meeting agendas, presentations, and taking meeting notes and minutes.

• Serves as a liaison between department executive leadership, department staff, other City departments, elected officials, and constituents. Prepares travel arrangements including flights, accommodations, ground transportation, and seminar and training registrations for the departments executive team. Manages and maintains the departments vehicle records and coordinates vehicle availability for use.

• Handles incoming calls, directs inquiries and requests, takes messages, and forwards to the appropriate staff. Responds promptly to voicemails and greets visitors. Provides timely responses to information requests from department staff, other City departments, elected officials, and constituents.

• Addresses constituent complaints and concerns by compiling information, researching issues, facilitating resolutions with the appropriate department or agency, and communicating findings to the complainant. Records and documents actions and resolutions, and closes out complaints. Promotes departmental services and programs to constituents at community and special events.

• Prepares purchase orders, invoices, and other financial documents for review and approval by the department director. Purchases goods and services, verifies procurement card transactions, and reconciles and tracks office supply expenditures using Enterprise Resource Planning (ERP) systems.

• Performs all other duties and tasks as assigned.

Working Conditions

• Work schedule may require incidental early morning, late evening, or weekends.

• Mostly works in an office environment but may require some occasional outdoor work with light exposure to physical or environmental conditions.

6 months post high school

Four (4) years of relevant experience

Any combination of relevant education and experience may be substituted on a year-for-year basis.

MINIMUM REQUIRED QUALIFICATIONS:
Education: Six (6) months post high school
Work Experience: Four (4) years of directly related experience.

J0043 - Executive Assistant

View full job profile including classification specifications and physical demands at Grade

G105

$21.96 - 32.94 USD

The City of Tucson considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.

Non-Exempt

Regular

Full time

General Services Department

Check

This position has been designated to require a criminal background check. The City of Tucson is a Second Chance Employer.