Office Manager for the Mayor

The City Manager’s Office is seeking a highly skilled, detail-oriented Office Manager to support the Office of the Mayor. This role supports a fast-paced, high-impact environment and plays a key part in advancing the Mayor’s priorities.

Responsibilities

• Provide oversight and management of the Mayor’s calendar to maximize the advancement of key priorities and provide insight into trends, observations, and awareness of previous requests from individuals.
• Schedule and arrange appointments, meetings, speaking engagements, travel, and special events; communicate schedule adjustments to meet time-sensitive requests.
• Handle confidential and proprietary information appropriately; maintain records in accordance with established procedures and policies.
• Maintain a high level of organizational and City Council issue awareness.
• Ensure preparation of meeting materials and coverage on behalf of the Mayor at various meetings.
• Compose correspondence and other forms of communication independently for the Mayor, referencing policies, rules, regulations, and contracts; review and edit material prepared by others.
• Assist internal and external customers with issues and requests for action; gather background information and prepare summaries; share urgent matters with the Mayor, Council Members, City Manager, and other executives.
• Work independently and with teammates and community partners to coordinate and execute special projects and initiatives.
• Arrange and coordinate travel, make or approve procurement card purchases, assist in preparation and tracking of budget, financial/budget reconciliation, and invoice payments; advise Council support staff on Council budget matters.
• Fulfill public disclosure requests on behalf of the Mayor and maintain records per applicable policies and state laws.
• Effectively communicate with external and internal audiences in person, over the phone, or via email, answering and/or directing inquiries appropriately.
• Provide excellent customer service, including receiving, analyzing, and handling inquiries; delegating as necessary; and interpreting and explaining complex guidelines, policies, programs, rules, requirements, and procedures.
• Establish and maintain effective working relationships with internal and external audiences to preserve the respect and reputation of the City of Tacoma and the Mayor and City Council.
• Research, gather, and compile information; independently prepare reports and correspondence; assist senior staff and/or elected leaders with preparation of complex reports and presentations.
• Provide assistance and support on special assigned projects; support the functions of committees, boards, departments, or intergovernmental coalitions by managing meeting planning, attendance, minutes, and follow-up actions.
• Conduct regular check-ins with City staff and constituents to ensure prompt updates and speedy resolutions to community concerns.
• Work in concert with the Mayor to execute community engagement and social media plans.
• Perform routine office tasks and other duties as assigned; occasional travel between City facilities and work outside normal business hours may be required.

Requirements

• High School Diploma or GED.
• 6 years of relevant experience, including 2 years of prior advanced senior-level or lead experience. Relevant education and experience may substitute for one another on a year-for-year basis.
• Some positions may require a Washington State Driver's License.

Skills

• Ability to be flexible and adaptable, positively navigating situations with high ambiguity while working collaboratively in a fast-paced work environment.
• Strong people skills; ability to build strong professional relationships, professional credibility, and a trusting environment.
• Customer service attitude and approach.
• Ability to work with a high level of independence while managing a high-volume workload and exercising strong judgment in sensitive, complex, and/or highly-visible situations.
• Familiarity with local government and experience staffing elected officials.
• Ability to successfully prioritize and drive results on behalf of the Mayor in a manner that demonstrates objective neutrality and builds credibility and trust.
• Demonstrated ability to be politically astute and sensitive to issues or requests that have the potential to be impactful or controversial.
• Commitment to the vision, mission, and values of the City, including anti-racist systems transformation commitments.
• Demonstrated respect for and commitment to identify and meet diverse customer needs and continuously improve service.
• Ability to coordinate event planning and meeting logistics that require communicating across cultural differences and anticipating the needs of a broad range of stakeholders.
• Practice of leading by example and displaying honest and ethical behavior in all interactions.
• Proficient writing and communication skills.
• Experience with community engagement, marketing, hospitality, or related fields.

Pay

Annual Salary: $85,051.20 - $119,745.60

Benefits

Comprehensive employee benefits are available. For details, visit Employee Benefits | City of Tacoma.