Senior Executive Assistant (Water & Power General Manager's Office) bei City of Pasadena, CA

About the Department

Please note: Applications will only be accepted beginning Thursday, October 30, 2025 through Thursday, November 13, 2025.

The Pasadena Water and Power, General Manager’s Division is currently seeking a highly responsible Senior Executive Assistant with a proven track record of excellence to support the utilities General Manager. This role will manage and maintain the General Manager’s busy and complex calendar; keep them well-informed on assignments, projects and important matters; respond to inquiries and complaints; and represent the General Manager and public utility in a diplomatic and professional manner. Additionally, the Senior Executive Assistant is responsible for ensuring the efficiency and effectiveness of the day-to-day operations of the General Manager’s Division in the Water and Power Department.

The ideal candidate has proven experience providing high-level support to a senior executive, preferably in the public sector. They are proactive, discreet, and skilled in handling complex and sensitive issues with tact and diplomacy. This person thrives in a fast-paced environment, effectively managing multiple priorities while maintaining strong attention to detail and organization. They are adaptable, flexible, and capable of handling a high volume of work without sacrificing quality or professionalism.

Exceptional communication and interpersonal skills are essential, as the candidate will regularly interact with the General Manager and communicate on their behalf. The ideal candidate also possesses strong interpersonal skills and a demonstrated willingness to learn and grow in the role. Just as importantly, they demonstrate a strong commitment to public service and embody the values, integrity, and professionalism expected of a public servant.

Position Duties

The major responsibilities of this position are listed below. For more detailed information, please review the job description.

• Directly supports the General Manager with highly skilled and complex administrative support functions; maintains the General Manager's busy and complex calendar; coordinates, schedules, arranges, and confirms both internal departmental and external city meetings, appointments, conferences, hearings and community/intergovernmental events; prepares agendas and other correspondence for meetings; ensures that the General Manager arrives on time and is well prepared. Provides day-to-day leadership and works with staff to ensure a high performance, customer service-oriented work environment that supports achieving City's mission, objectives and service standards.
• Composes and prepares memoranda, correspondence, agenda items, reports, contracts, presentations, spreadsheets, and other documents often of a highly sensitive and confidential nature; proofreads and reviews the work product of typed and other materials for accuracy and completeness; ensures materials, reports and documents for the General Manager’s signature are accurate and complete; responds independently to correspondence and email inquiries regarding a variety of department matters.
• Relieves the General Manager of a variety of administrative details.
• Acts as liaison in coordinating matters between the General Manager and other City department heads, managers and staff, representatives of outside agencies, and external clients.
• Oversees and participates in the development, implementation and follow-up of office and other administrative processes and procedures; creates, develops, maintains and updates confidential databases, files, and records; designs, develops and maintains spreadsheets requiring data interpretation and manipulation; monitors and tracks employee evaluations.
• Prepares and processes requisitions, purchase orders, travel requests and check requests; assist with budgets as needed.
• Supervises and oversees lower-level administrative staff within the General Manager’s Division.

Minimum Qualifications

COMPETENCIES
The following list represents the core competencies needed for success in this position.

• Adaptability - Responding positively to change and modifying behavior as the situation requires.
• Professional Integrity & Ethics - Displaying honesty, adherence to principles, and personal accountability.
• Oral Communication - Engaging effectively in dialogue.
• Customer Focus - Attending to the needs and expectation of customers.
• Delegating - Sharing responsibility, authority, and accountability.
• Teamwork - Collaborating with others to achieve shared goals.
• Political & Organizational Savvy - Working skillfully with politics, procedures, and protocols across organizational levels and boundaries.

• Graduation from high school or G.E.D. and college course work in office administration or bookkeeping AND a;
• Minimum of (7) seven years of progressively responsible office administrative or secretarial experience, at least (2) two of which were at a division manager support level: or an equivalent combination of training and experience.
• Experience in a public agency is preferred.
• An associate’s degree is highly desirable.

The selection process may consist of a training and experience evaluation, written exam, interview panel, and/or department-level interviews.

There is currently (1) one vacancy in the Water and Power Department directly supporting the General Manager. The resulting eligible list may be used to fill this vacancy and similar vacancies in the future.

This position is part of the Pasadena Management Association (PMA) labor group and does serve a one-year probationary period.

Other Qualifications

Must possess a valid California Class C driver's license and comply with the City's Motor Vehicle Safety Policy during the course of employment.