Overview
Executive Assistant – Police Jobs in Tumwater at City of Tumwater
General Statement of Duties/Supervision
Classification Summary
Performs highly responsible administrative and executive-level support work for assigned executive leadership, which may include elected officials, appointed administrators, or department directors. Provides confidential administrative assistance, coordinates communications and scheduling, and manages a broad range of clerical, fiscal, and project-related responsibilities essential to effective executive operations.
Ensures professional representation of the City through effective communication, organization, discretion, and sound judgment.
Distinguishing Characteristics
- Senior-level administrative support position requiring independent judgment, professionalism, and a high degree of confidentiality.
- Serves as a central coordination point for assigned executive leadership, managing competing priorities and sensitive matters.
- Regularly interacts with elected officials, executive leadership, department heads, public safety leadership, and the public.
- Requires discretion, initiative, and attention to detail in an environment involving confidential, policy-level, and operational matters.
Decision Rights & Problem Solving
- Exercises independent judgment in prioritizing assignments and managing confidential information.
- Provides input on administrative process improvements and efficiency recommendations.
- Works within established policy and procedures while maintaining flexibility for situational judgment.
Supervision Received / Exercised
Received: General supervision from assigned executive leadership. Work is evaluated for accuracy, timeliness, discretion, and adherence to City standards.
Exercised: May provide functional guidance or training to other administrative staff.
Key Relationships
Internal: Assigned executive leadership; department directors; public safety leadership; City Council; administrative and operational staff.
External: Residents, businesses, vendors, other government agencies, community organizations, and regional partners.
Essential Job Duties
- Provides direct executive-level administrative support to assigned executive leadership, including preparation of correspondence, reports, presentations, and agenda materials.
- Manages scheduling and calendars for executive leadership; coordinates meetings, travel, and logistics.
- Tracks and monitors agenda items, executive priorities, and related follow-up actions.
- Prepares, edits, and proofreads a variety of documents and communications for accuracy, clarity, and consistency.
Office & Records Management
- Organizes and maintains executive office systems, files, and records (digital and paper), ensuring confidentiality and compliance with records retention laws.
- Oversees incoming correspondence, public inquiries, and departmental communications; routes items for response or action.
- Processes departmental invoices and tracks administrative expenditures.
- Evaluates and recommends improvements to office procedures and workflow.
Coordination & Communication
- Serves as liaison between assigned executive leadership and departments, agencies, elected officials, public safety leadership, and the public.
- Coordinates with other jurisdictions and partners to exchange information, schedule meetings, and resolve administrative issues.
- Responds to public inquiries and provides information regarding City policies, procedures, and programs with professionalism and discretion.
Project & Program Support
- Provides administrative coordination for special projects, such as Lodging Tax, human services funding processes, and interdepartmental initiatives.
- Compiles, analyzes, and summarizes data to prepare reports, presentations, and communications for the City Administrator.
- May assist with meeting logistics for boards, committees, or public events.
Leadership & Collaboration
- Supports the Executive Department’s commitment to customer service, innovation, and transparency.
- Participates in Administrative Professionals meetings and helps implement City-wide administrative standards.
- May train or oversee the work of temporary, seasonal, or lower-level staff.
Selection Criteria
Minimum Qualifications
- High school diploma or GED and at least five (5) years of progressively responsible administrative or executive support experience; or
- Associate’s degree in business or public administration and at least three (3) years of progressively responsible administrative experience; or
- An equivalent combination of education and experience that provides the knowledge, skills, and abilities to perform the essential functions.
Preferred Qualifications
- Associate or bachelor’s degree in business, communications, or public administration.
- Experience in a municipal or public agency environment supporting executive leadership
Special Requirements:
- Must be bondable and maintain confidentiality of privileged information.
- Valid Washington State Driver License and acceptable driving record.
Other information (if any) specific to this position
Tools & Technology
- Computers and standard office software
- Microsoft 365 (Outlook, Word, Excel, Teams)
- Document management and e-signature platforms
- Multi-line phone systems
- Copiers/scanners
- Postage/mailing equipment
Working Conditions & Physical Demands
Work is performed primarily in an office or administrative environment. Duties may involve prolonged sitting, standing, walking, and repetitive hand or wrist movements associated with computer use. The position may require occasional bending, reaching, or light to moderate lifting of office materials or equipment.
Work may include attendance at meetings, site visits, or public events, which may require travel to various locations. Some assignments may involve interacting with the public in stressful or contentious situations or working under deadlines and competing priorities.
Reasonable accommodations will be provided for qualified individuals in accordance with applicable laws.
Commitment to Equity, Safety, and Ethics
Employees are expected to perform their duties in a manner that supports equity, safety, integrity, and professionalism. This includes following all safety policies and procedures, treating coworkers and the public with respect, and conducting work ethically and responsibly.
Employees are expected to uphold public trust through fair, transparent, and lawful conduct and to contribute to a safe, inclusive, and respectful work environment.
Title: Executive Assistant – Police
Company: City of Tumwater
Location: Tumwater
