COUNCIL OFFICE SPECIALIST (PRINCIPAL COUNCIL EXECUTIVE ASSISTANT TO VICE MAYOR MAI)

Job Description:

COUNCIL OFFICE SPECIALIST (PRINCIPAL COUNCIL EXECUTIVE ASSISTANT TO VICE MAYOR MAI)

Description

Do you have the desire to make a meaningful impact in a vibrant and diverse community? Join a collaborative workforce committed to serving the City of Irvine.

Pay Range:
$26.40 - $39.06 Hourly

About the Opportunity:

DEADLINE TO SUBMIT APPLICATIONS IS AUGUST 31, 2026, AT 11:59 P.M.

Council Office Specialist (Principal Council Executive Assistant*)

Office of the Vice Mayor - City of Irvine

Position Summary
The Council Office Specialist serves as the operational backbone of the Office of the Vice Mayor, providing executive-level administrative support while fostering meaningful relationships throughout the Irvine community.

This position combines executive coordination, constituent services, community outreach, event planning, and digital communications. The ideal candidate is highly organized, detail-oriented, and passionate about public service, with the ability to balance multiple priorities in a fast-paced environment while representing the Office of the Vice Mayor with professionalism, discretion, and integrity.

Primary Responsibilities

Executive Support & Office Operations

• Manage executive calendars, scheduling priorities, meetings, travel, and public appearances.
• Coordinate meetings with residents, businesses, nonprofit organizations, City departments, and regional partners.
• Prepare executive correspondence, agendas, presentations, reports, briefing materials, and talking points.
• Maintain confidential office records, constituent databases, event files, and administrative documentation.
• Coordinate office communications, including email and phone correspondence.
• Support office purchasing, reimbursements, and general administrative functions.
• Coordinate with City departments to ensure timely follow-up on projects and constituent requests.

Find additional information in the Principal Council Executive Assistant job description.

Community Engagement & Constituent Services

• Build and maintain strong relationships with neighborhood associations, schools, businesses, nonprofit organizations, faith communities, youth organizations, senior groups, and community leaders.
• Respond promptly and professionally to constituent inquiries while coordinating service requests through resolution.
• Represent the Office of Vice Mayor Mai at community meetings and events when appropriate.
• Monitor community priorities, identify emerging issues, and recommend opportunities for partnerships and outreach.
• Deliver exceptional customer service while exercising sound judgment, discretion, and professionalism.

Event Planning & Community Programs

• Plan and coordinate community events from concept through execution.
• Manage invitations, RSVP tracking, vendor coordination, volunteer coordination, event logistics, setup, day-of operations, and post-event follow-up.
• Prepare event briefings, schedules, and supporting materials.
• Ensure every event reflects the professionalism and service standards of the Office of the Vice Mayor.

Communications & Social Media

• Manage office communications across email, phone, and social media platforms.
• Create engaging digital content promoting City initiatives, community programs, and public events.
• Coordinate social media calendars and assist with online community engagement.
• Assist with newsletters, presentations, marketing materials, and community outreach campaigns.

Core Skills

• Executive & Calendar Management
• Community Engagement & Public Outreach
• Event Planning & Logistics
• Social Media Management & Digital Communications
• Constituent Services & Customer Relations
• Executive Correspondence & Briefing Materials
• Public Relations & Stakeholder Engagement
• Project & Office Coordination
• Relationship Building
• Time Management & Organization
• Multitasking & Problem Solving
• Professionalism & Confidentiality
• Team Collaboration & Leadership
• Public Speaking & Community Relations

Technical Skills

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Google Workspace
• Calendar Management
• Data Entry & Record Management
• CRM & Constituent Database Management
• Social Media Platforms (Facebook, Instagram, LinkedIn, X)
• Canva
• Zoom & Microsoft Teams

Minimum Qualifications

• High school diploma or equivalent.
• Clerical experience, or any combination of education and experience that provides equivalent knowledge, skills, and abilities.
• Possession of a valid California driver's license may be required.

Preferred Qualifications

• Minimum two (2) years of professional experience in executive support, community engagement, public administration, nonprofit organizations, communications, or customer service.
• Experience planning and coordinating community events, public programs, or civic engagements from concept through execution.
• Experience managing professional social media accounts, creating digital content, and promoting events across multiple platforms.
• Experience supporting elected officials, executives, boards, or senior leadership.
• Strong project management and organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills with exceptional attention to detail.
• Experience preparing executive correspondence, presentations, reports, agendas, and briefing materials.
• Proficiency with Microsoft Office Suite, Google Workspace, Canva, and common office technologies.
• Experience with constituent services, public relations, customer service, or community outreach.
• Ability to work a flexible schedule, including evenings and weekends, to support community meetings and special events.
• Bilingual proficiency (Spanish, Vietnamese, Mandarin, Korean, Farsi, or another language) is desirable.

The Ideal Candidate

The successful candidate enjoys building relationships, solving problems, and creating exceptional community experiences. They are equally comfortable coordinating executive schedules, planning public events, engaging with residents, managing social media, and ensuring the Office of the Vice Mayor operates efficiently and professionally.

This position is measured not only by organized calendars and successful events, but by strong community relationships, responsive constituent service, meaningful public engagement, and a commitment to serving the residents of Irvine with excellence.

*The Council Office Specialist is the working title for the position of Principal Council Executive Assistant.

Benefits Package

The City of Irvine offers competitive compensation and benefits packages. Click here to view the benefits available for this position.

Your Team

The Mission of the Employees of the City of Irvine is to create and maintain a community where people can live, work, and play in an environment that is safe, vibrant, and aesthetically pleasing. We are one team that exists to serve our community in the continual pursuit of a City that offers an exceptional quality of life. The City of Irvine’s five values of Humility, Innovation, Empathy, Passion, and Integrity reflect the interests and needs of the community, and the level of service they expect and desire. We are One Irvine by embracing of a team-oriented approach and living our values every day.

Equal Opportunity Employer

The City of Irvine is an Equal Opportunity Employer and provides reasonable accommodations to qualified individuals with disabilities. We encourage you to inform Human Resources at least two business days prior to the first phase of the selection process if you have a disability that may require an accommodation. To contact Human Resources, please call 949-724-6067 or email [email protected].

E-Verify

The City of Irvine participates in E-Verify. In compliance with federal law, all employees must provide verification of identity and employment authorization at the time of hire. For additional information, please review the E-Verify Participation and Right to Work notices.