Salary : $138,008.00 Annually
Location : City of San Diego, CA
Job Type: Unclassified
Job Number: 1105
Business Area: 1001 - Office of the COO
Personnel Area: 1000 - Mayor's Office
Opening Date: 10/30/2026
Closing Date: 11/16/2026 11:59 PM Pacific
JOB INFORMATIONUnder the leadership of the Chief Operating Officer (COO) and the general direction of the Mayor's designated executive staff, the Confidential Secretary to the COO performs highly confidential and sensitive administrative duties in direct support of the COO's Office. The position interacts with officials at all levels of the organization, elected representatives, department leadership, external agencies, community stakeholders, and members of the public.
Key Areas of Responsibility:- Provides confidential administrative and executive support to the COO, exercising discretion and independent judgment in handling sensitive matters, communications, and assignments.
- Manages complex calendars, schedules appointments and meetings, coordinates travel arrangements, and prioritizes requests to ensure the effective use of the COO's time.
- Coordinates meetings, briefings, special events, and other executive activities, including preparing agendas, assembling background materials, documenting follow-up items, and ensuring timely completion of assignments.
- Prepares, reviews, and edits correspondence, reports, memoranda, presentations, briefing documents, and other materials for accuracy, clarity, and appropriate tone.
- Serves as a liaison between the COO's Office, the Mayor, City departments, the City Council, other governmental agencies, community organizations, and external stakeholders to facilitate communication, coordinate requests, and ensure appropriate follow-up.
- Receives, evaluates, and routes sensitive inquiries and requests, determining appropriate priorities and responses while maintaining confidentiality and professionalism.
- Assists in coordinating and monitoring special projects, executive initiatives, and administrative assignments to ensure established deadlines, objectives, and priorities are met.
- Research and compiles information from City departments and other sources to support executive decision-making, prepare briefings, and respond to inquiries.
- Assists with monitoring administrative operations, tracking assignments, deadlines, and commitments, and identifying opportunities to improve office procedures, workflow, and service delivery.
- Supports budget-related and administrative activities, including monitoring expenditures, coordinating purchasing and resource needs, and assisting with the preparation and review of budget information and reports, as assigned.
- Maintains confidential records, files, and correspondence in accordance with applicable City policies, records-retention requirements, and confidentiality standards.
- Exercises sound judgment in responding to urgent or sensitive matters, resolving administrative issues, and escalating matters requiring executive attention.
- Establishes and maintains effective working relationships with executive staff, City employees, elected officials, community representatives, and other stakeholders.
- Flexibility to work after hours or during high-profile and/or emergency operations to support the COO when needed.
- Performs other duties as assigned.
Required Knowledge, Skills and Abilities:Any combination of education, training, and experience that demonstrates the required knowledge, skills, and abilities may be qualifying.
- 5 -7 years of progressively responsible administrative experience (experience supporting senior executives or elected officials in a governmental or similarly complex organization is highly desirable).
- Proficiency with standard office productivity applications, electronic scheduling systems, document management tools, and other administrative technologies (experience and eagerness to maximize technology resources and Artificial Intelligence to ensure productivity is highly desirable).
- Proven ability to perform highly responsible confidential administrative work, communicate effectively, and exercise sound judgment. Handle sensitive and politically delicate information with discretion, tact, diplomacy, and sound judgment.
- Exceptional organizational and time-management skills, with the ability to manage multiple priorities, coordinate complex assignments, and meet demanding deadlines.
- Excellent written and verbal communication skills, including the ability to prepare, edit, and review executive correspondence, reports, presentations, and briefing materials.
- Excellent attention to detail and quality control in all aspects of work.
- Proactively anticipates needs and takes action without being tasked.
- Strong analytical and problem-solving skills, including the ability to research issues, evaluate information, anticipate needs, and recommend practical solutions.
- Ability to exercise initiative and independent judgment while recognizing matters requiring executive direction or approval.
- Experience coordinating meetings, calendars, special projects, and communications involving multiple departments, stakeholders, and competing priorities.
- Ability to establish and maintain effective working relationships with elected officials, executive leadership, City staff, external agencies, and members of the public.
- Demonstrated ability to maintain composure, professionalism, and sound judgment in a fast-paced environment with frequent interruptions and changing priorities.
- A commitment to customer service (a "people first" approach), responsiveness, accountability, and continuous improvement.
The ideal candidate will have a demonstrated commitment to public service, professionalism, integrity, and the effective operation of municipal government.
The Office: The Office of the Chief Operating Officer (COO) oversees daily operations and initiatives for the City of San Diego. The COO reports directly to the Mayor and is responsible for the management and oversight of the City's day-to-day operations, implementation of Citywide initiatives, and the monitoring of the City's revenues and expenditures. Reporting directly to the COO are four Chief Officers: the Chief Financial Officer, the Police Chief, and the Fire Chief.
