Executive Assistant (Unclassified)

Our diverse and inclusive workforce of more than 7,000 employees play a key role in the success of San José, the heart of the Silicon Valley. All City of San José employees work together as one team to make San José a vibrant, innovative, and desirable place to live and work. Visit here to learn more about our One Team Leadership Values and Expectations, including quality and excellent customer service and here to learn more about San José.

The City of San José is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of San José is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at 408-535-1285, 711 (TTY) , or via email at CityCareers@sanjoseca.gov .

About the Department

The City of San José invites applicants for the position of Executive Assistant in the City Manager’s Office of Employee Relations.

The Office of Employee Relations’ primary functions are: labor negotiations, administration of labor contracts, employee performance and conduct issues, employee-related policy development and interpretation, and concerns/complaints related to discrimination and harassment. The Office of Employee Relations also manages the City of San José’s Whistleblower Hotline where City employees, customers, and members of the public can raise concerns about City employees and services. The primary goals of the Office of Employee Relations are to encourage and maintain a productive and respectful work environment, to foster positive employee and labor relations, and to enhance the City’s ability to deliver efficient and quality customer service.

Position Duties

This is a full-time salaried (FLSA exempt) position with an approximate starting annual salary of $83,443, which includes an approximate five percent (5%) ongoing, non-pensionable compensation and an excellent benefits program.

This position performs executive level administrative work utilizing a high degree of sensitivity and decision making, and is responsible for complex administrative functions that support the work of the Office. This position also administratively supports the Director. Given the nature of the Office's work, this position requires excellent verbal and written communication; proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; and must have the ability to handle very confidential and sensitive information with a high degree of ethics and integrity.

Some of the duties of the position include:

• Report running, data entry, and analysis related to specific issues, programs, and projects.
• Managing the calendar and phone of the Director.
• Drafting office correspondence, proofreading and editing documents for grammar, punctuation, spelling, format, and clarity.
• Answering the main telephone line, responding to inquiries and questions directed to the Office of Employee Relations.
• Managing communications to the Whistleblower Hotline.
• Maintaining internal office processes and procedures to ensure efficiency and completion of administrative functions.
• Preparing and monitoring expenditures, contracts, and payments.
• Other administrative functions as assigned such as timekeeping, maintaining office supplies, processing incoming and outgoing mail, assisting with meeting set-up, and coordinating travel and conference/training registration.

Minimum Qualifications

Any combination of training and experience equivalent to:
Education: Associates of Arts degree from an accredited college in business or closely related field. Experience: Five (5) years of progressively responsible work experience in the business field and/or office management.

Other Qualifications

The ideal candidate will possess the following competencies as demonstrated in past and current employment history. Desirable competencies for this position include:

• Job Expertise - Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies, and federal and state rules and regulations.
• Communication Skills - Communicates and listens effectively and responds in a timely, effective, positive, and respectful manner; written reports and correspondence are accurate and complete; well-organized, concise, and in proper grammatical form.
• Customer Service - Demonstrates the ability to anticipate customers’ needs and deliver services effectively and efficiently using professional demeanor.
• Initiative - Anticipates problems, is proactive, and avoids difficulties by planning ahead. Seeks extra responsibility and growth opportunities.
• Meeting Ethical Standards - When confronted with ethical dilemmas, acts in a way that reflects relevant law, policy and procedures, and agency and personal values.
• Multi-Tasking - Can handle multiple projects and responsibilities simultaneously. Has handled a wide variety of assignments in past and/or current position(s).
• Team Work & Interpersonal Skills - Develops effective relationships with coworkers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.

Selection Process
The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the supplemental questionnaire. Only the candidates whose backgrounds best match the position will be invited to the interview phase of the selection process.

INCOMPLETE APPLICATIONS AND APPLICATIONS NOT SUBMITTED AS DESCRIBED WILL NOT BE CONSIDERED.

After a careful review of applications, a limited number of applicants will be invited to participate in an interview process.

Applications will be accepted on an ongoing basis until a sufficient number of well qualified applicants have applied; therefore, this recruitment may close at any time without prior notice. An initial review of applications will be conducted on March 9, 2026. Candidates are advised to apply as soon as possible as applications received after initial interview selections have been made may not be considered.

The supplemental questionnaire is required for all applicants and must be submitted along with the resume and a cover letter. The supplemental questionnaire will be used to assist in the selection of applicants that will be invited to participate in an interview process.

Additional Information

For more information about the City Manager’s Office of Employee Relations, please click here.

This is an unclassified, at-will position within the Executive Management & Professional Employees employee group. For more information, click here.

For more information about City benefits, click here.
For any inquiries regarding this recruitment, please contact Sarah Steele at sarah.steele@sanjoseca.gov.

Additional Information:

Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San Jose will NOT sponsor, represent or sign any documents related to visa applications/transfers for H1-B or any other type of visa which requires an employer application.

You must answer all job-specific questions to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. Applicants are expected to write their own essays/responses.

Please note that applications are currently not accepted through CalOpps or any other third party job board application system.

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.

Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. If your online application was successfully submitted, you will receive an automatic confirmation email to the email address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email CityCareers@sanjoseca.gov and we will research the status of your application.

AI and the Hiring Process

We recognize that Artificial Intelligence (AI) is becoming part of daily life and can be a valuable tool for learning, research, and professional growth. We encourage candidates to use AI responsibly as a support in preparing application materials, live assessments, and interviews. However, we value authenticity, accuracy and truthfulness. Application responses and interview answers must reflect your own knowledge, skills, and experiences. While AI can supplement preparation, it cannot replace the originality and judgment we look for in our employees. This ensures fairness, transparency, and equity for all applicants in the hiring process.

The City of San Jose offers a wide range of core health benefits including Medical, Dental, Vision, Employee Assistance Program, Life Insurance, Disability, and Savings Plans. Please visit the City's benefits pagefor detailed information on coverage, cost, and dependent coverage.

For information on the City’s Retirement Plan(pension for full-time employees), please visit the Office of Retirement Services website. You will be able to view information based on different Sworn/Federated job classification.

In additional to the benefits above, there is an additional perks siteto explore further benefits of working for the City of San Jose like paid leave, educational reimbursements, and holiday pay are specific to the job classification and union membership.

Closing Date/Time: Continuous

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• City of San Jose

• 408-535-1285

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