Salary : $80,627.28 - $99,547.20 Annually
Location : Beverly Hills Information Technology Department, CA
Job Type: Full-time
Job Number: 25-6132-02
Department: Information Technology Dept
Division: IT - Information Technology
Opening Date: 08/22/2025
Closing Date: 8/29/2025 5:00 PM Pacific
Job Summary Who We Are The City of Beverly Hills has a long-standing reputation for providing superior customer service to residents, businesses, and visitors. This characteristic, combined with outstanding staff in all departments, has been a hallmark of success for this high-performance organization. The municipal government (approximately 1,080 full-time and part-time employees) provides the highest quality safety services, recreational, municipal services, and physical environment.
What We Do The Information Technology Department is recognized among municipalities as a premier provider of technology infrastructure and services. The department's mission is to make information available anytime and anywhere by facilitating citywide and intergovernmental knowledge sharing and ensuring access to reliable, innovative, and cost-effective technologies.
What We're Looking For The City of Beverly Hills is seeking an outstanding Executive Assistant. In this position you will be expected to perform a wide variety of responsible, complex, and sensitive administrative and secretarial duties in support of the Information Technology Department executives. This role attends meetings as needed, greets/assists individuals, provides information to internal/external customers, receives telephone calls and provides assistance using judgment as necessary. This role is also expected to plan, schedule, coordinate, issue meeting invitations and implement departmental special events, conferences, trainings, meetings, and conference calls.
The ideal candidate will have previous experience managing executive calendars, answering multiple phone lines, and working with a budget. Previous experience in a technology-related environment is preferred.
Detailed Job Description For major duties, requirements, including knowledge, skills, & abilities, please click
Work Schedule/Location This position will be assigned a work schedule based on operational needs as determined by the Chief Information Officer. Potential schedules include a 5/40 or 9/80
onsite schedule.
Selection Process Candidates who meet the minimum qualifications and whose interests and experience appear to meet the desired qualifications of the position will be invited to participate in the next steps of the recruitment process which will include:
- Supplemental Questionnaire
- Online multiple-choice test
- Virtual oral interview
The candidates who successfully pass the selection process will earn placement on an Eligibility List. The Eligibility List may be used for current and future vacancies in the job classification, as defined by the duration of the list at the time the list is established. The Eligibility List established for any recruitment may also be used to fill a lower-level position.
Conviction History As a finalist for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a finalist. Having a conviction history does not automatically preclude you from a job with the City. If you are selected as a finalist, you will be contacted to schedule a fingerprinting appointment.
Conclusion Verification: Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. Note: Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Beverly Hills.
Disaster Service Workers All City of Beverly Hills employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.
Major Duties EXAMPLES OF ESSENTIAL DUTIES- Duties may include, but are not limited to, the following:
- Perform a wide variety of responsible, complex, and sensitive executive secretarial and administrative duties as required by daily operations for a department head and boards or commissions, as assigned.
- Plan, prioritize, assign, supervise and review the work of staff involved in administrative support work, as assigned.
- Represent a department of the City to the public, businesses and other agencies at the request of the department head; attend meetings as needed; greet and assist individuals and provide information; receive telephone calls including complaints, and provide assistance using judgment as to calls requiring priority attention.
- Prepare, process, organize and distribute a variety of documents, notices, agendas, minutes, memos, reports, subpoena requests and records; conduct research and collect information; conduct and implement assigned projects; review, edit, proofread, correct and/or summarize miscellaneous reports and documents; enter, log and track data, requests, and invoices; retrieve information; maintain hard copies and electronic files and recordkeeping systems as needed.
- Plan, schedule, coordinate, issue invitations and implement departmental special events, conferences, trainings, meetings and conference calls and other activities; make travel arrangements; provide follow up to assignments including status reports and updates, as needed.
- Coordinate and ensure smooth office operations; maintain schedules and calendars; prepare presentations; develop and recommend office procedures and systems; may assist with contracts and maintaining departmental web site and social media accounts as assigned.
- Participate in the development of a department budget; prepare and process invoices and purchase orders; order and purchase supplies and maintain and reconcile petty cash as assigned; compile or assist with budget requests and reports; monitor and make recommendations to control expenditures; process personnel forms, reports and requests, maintain time cards, payroll records and confidential departmental personnel files and other related records as assigned.
- Receive, review, distribute and evaluate incoming correspondence; identify items requiring priority attention; respond to letters, general correspondence and social media.
- Assist new or existing staff in learning departmental practices and protocols, office methods and procedures, and computer software and systems; provide support and backup functions as needed.
- Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.
- Foster an environment that embraces diversity, integrity, trust, and respect.
- Be an integral team player, which involves flexibility, cooperation, and communication.
- Perform related duties as assigned.
Minimum Qualifications Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
- Experience: Three years of responsible administrative support and secretarial experience similar to a with the City of Beverly Hills.
- Training: Equivalent to the completion of the twelfth grade supplemented by college course work in office management, business or a related field.
License and Certificate
- Possession of, or ability to obtain, a valid California driver's license as required by the position.
Knowledge, Skills & Abilities Knowledge of:
- Organization, procedures and operating details of a City department. Principles and practices of supervision, training and performance evaluations. Principles and practices of routine analytical research and recordkeeping.
- Principles and practices of inventory maintenance and contract and expense monitoring and processing procedures.
- Principles and practices of office management.
- Methods and procedures for English usage, spelling, grammar, and punctuation and business letter and report writing.
- Standard office practices, methods and procedures, use of computer equipment and relevant software.
- Excellent communication and customer service skills.
- Pertinent City functions, policies, rules and regulations related to assigned functions.
Ability to:
- Perform a wide variety of responsible, complex, and sensitive executive secretarial and administrative duties as required by daily operations of a City department and supervise assigned clerical staff.
- Intermittently, review and evaluate documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff.
- Prioritize, organize, schedule and coordinate tasks and events and handle confidential information with discretion; manage multiple priorities.
- Research, prepare, process, distribute and maintain a variety of documents, reports, calendars, correspondence.
- Understand, organize, index, enter electronically and reference a wide variety of administrative information and records.
- Purchase supplies and monitor expenditures.
- Use sound judgment in recognizing scope of authority.
- Operate and use standard office equipment including computers and applicable software.
- Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
- Utilize appropriate safety procedures and practices for assigned duties.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Work with various cultural and ethnic groups in a tactful and effective manner. Communicate clearly and concisely, both orally and in writing.
The City offers a generous benefits package including CalPERS retirement benefits, medical, dental, vision and more.
To see detailed information about our Confidential Employees Association benefits, please review the
01
The following Supplemental Questionnaire is part of the examination for this position and will be used in determining your qualifications. In order to receive every consideration in the selection process, you must complete all questions with concise but detailed answers and provide all requested information. The experience you indicate in your responses to the supplemental questions must also be described, in detail, on the Work History/Experience section of your Employment Application. Failure to complete the
"Work History/Experience" section of the employment application may result in your application not being considered. The hiring department may review each answer to evaluate your qualifications. Responses such as "See Resume" or "See Application" will result in your application not being considered.
By continuing in the recruitment process, you are certifying that all information provided in the Supplemental Questionnaire is true to the best of your knowledge. If you are selected to continue in the recruitment process, your qualifications may be evaluated through employment verification, reference checks, and written, skill assessment, and oral examinations.
Select "Yes" to reflect that you have read and understand this statement.
02
ALL FUTURE CORRESPONDENCE WILL BE CONDUCTED VIA EMAIL, so please ensure that the email address and contact information you provide is accurate, current, secure, and readily accessible to you. Please be sure to include correspondence from @beverlyhills.org as an approved sender so that messages are not accidentally place into your spam/junk e-mail folder. Ultimately, it is your responsibility to check your email regularly and on a timely basis. Select "Yes" to reflect that you acknowledge that you read, understand, and agree with this statement.
03
What is your current level of education completed?
- Currently enrolled as a sophomore or higher in high school.
- High School Diploma or equivalent
- Some College
- Associate's Degree
- Bachelor's Degree
- Master's Degree
- Doctorate
04
Please list the college-level courses you have completed in office management, business or a related field. Include where each course was attended. If you have not completed any related courses, please type "N/A" in the provided text box.
05
As part of the minimum requirement, do you have possession of (or can obtain & maintain) a valid California driver's license?
06
How many years of responsible, administrative support and secretarial experience (similar to a Management Assistant with the City of Beverly Hills) do you have?
- I do not possess any experience in this area.
- Less than 1 year of experience.
- At least 1 year but less than 3 years of experience.
- At least 3 years but less than 5 years of experience.
- At least 5 years but less than 8 years of experience.
- At least 8 or more years of experience.
07
Please describe your responsible, administrative support and secretarial experience (similar to a Management Assistant with the City of Beverly Hills). If you do not have any experience in this area, please type "N/A" in the provided box.
08
Please describe your experience working with a program, division or department's budget. Be sure to include your level of involvement, the size of the budget, and the duties you performed. If you do not have any experience in this area, please type "N/A" in the provided box.
09
How many years of experience managing executive calendars do you have?
- I do not possess any experience in this area.
- Less than 1 year of experience.
- At least 1 year but less than 2 years of experience.
- At least 2 years but less than 3 years of experience.
- At least 3 years but less than 4 years of experience.
- At least 4 years but less than 5 years of experience.
- At least 5 or more years of experience.
10
Please describe your experience managing executive calendars. If you do not have any experience in this area, please type "N/A" in the provided box.
11
What is your level of competencyin Microsoft Outlook? Please select one of the following: BasicUsing functions such as navigating outlook, using the view tab, using the quick access toolbar, printing, and getting help. Composing emails, conversation views, creating signatures, sending automatic replies, dealing with junk mail, and other formatting techniques
IntermediateWork with multiple calendars, send and share calendars, setup recurring appointments, and schedule meetings. Email background themes and stationary, create and complete tasks, assign tasks, setup recurring tasks, and follow up with emails.
AdvancedCreating and managing rules, sharing your email, using quick steps, and other email settings. Store personal and business related information. Work with your contacts on the go by integrating People Hub with your social media accounts. Create, add, sort, and edit contact groups.
- None
- Basic
- Intermediate
- Advanced
12
What is your level of competency in Microsoft Word? Please select one of the following: BasicThis level of skills is sufficient to perform daily word processing tasks, such as, producing routine letters, memorandums, and informal reports. A person with this level of skills is able to use basic formatting, editing, printing functions, and understands the document page setup.
IntermediateThis level of skills is necessary in order to use and create a variety of templates, complex tables, merges; manage table data, sort and filter merges, and also perform basic work with existing Macros. A person with this level of skills is able to customize toolbars, import and insert graphs, embed Excel data, and elaborate reports.
AdvancedThis level of skills is required in order to produce very large, complex formal documents that require a table of contents, footnotes, endnotes, bookmarks, and other special elements. A person with this level of skills is able to use and create a wide range of graphic effects and has full mastery of Macro commands.
- None
- Basic
- Intermediate
- Advanced
13
What is your level of competency in Microsoft Excel? Please select one of the following: BasicThis level of skills is required to perform tasks and work with data in worksheets. A person with this level of skills is able to enter and correct data, modify a workbook, format a worksheet, and use printing functions.
IntermediateThis level of skills is required to work with multiple worksheets, filter data, use integrate functions, and manipulate databases. With this level of skills, a person understands the concepts of databases and is able to work with charts and to use the list management capabilities of Excel.
AdvancedThis level of skills is required to use advanced techniques for analyzing and manipulating data in Excel. A person with this level of skills is able to automate some operations, manage Macro commands, and create MS Excel applications.
- None
- Basic
- Intermediate
- Advanced
14
Please describe your experience working in a technology-related environment. If you do not have this experience, please type "N/A" in the provided text box.
15
By answering "yes" to this question, you acknowledge that the work duties for this position will be completed onsite.
Required Question
