Executive Assistant to the Director (Exempt)

City of Oakland•Oakland, CA

3d•Onsite

About The Position

The City of Oakland is an equal opportunity employer that values workforce diversity, inclusion, and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the city’s historical roots and the lives of its residents to this day. As public servants in one of the most diverse cities in the nation, we strive to develop employees who understand the harm and impacts of systemic inequity to create lasting, meaningful outcomes for everyone. Oakland strives to establish an environment that embraces the richness of culture, community, and individualism of employees. The City of Oakland is currently recruiting to fill one (1) Executive Assistant to the Director position at the Oakland Public Library (OPL). The Oakland Public Library empowers all people to explore, connect and grow. Through our eighteen (18) branches over four-hundred dedicated employees serve multiple communities located within the Cities of Oakland, Piedmont, and Emeryville. OPL is an indispensable partner in transforming lives through robust equity and diversity initiatives, responsive services, and unique programming adapted to serve the needs of a multifaceted community. We champion a future filled with joy for all people, and our staff actively engages community partners to envision, develop and promote our evolving services. We are looking for someone who is: Highly organized and detail oriented. You can successfully balance multiple assignments, maintain accurate records, and ensure work products are completed thoroughly, accurately, and in compliance with established procedures and deadlines. Self motivated and proactive. You work independently, take initiative, exercise sound judgment, and use available resources to identify solutions and move work forward in a fast paced environment. A strong relationship builder and collaborator. You communicate effectively and maintain positive working relationships with internal and external stakeholders, including Friends groups, library staff, community partners, volunteers, and other City departments. Responsive and customer focused. You provide timely, professional, and courteous support while helping staff, patrons, and community members navigate questions, requests, and operational needs. Adaptable and service driven. You are comfortable managing changing priorities, supporting multiple projects at once, and contributing to a collaborative team environment focused on public service and community impact.

Requirements

An Associate's Degree in a related field.
Two years of progressively responsible experience in a position comparable to Administrative Assistant II level position in the City of Oakland, or five years of increasingly responsible experience providing administrative and clerical support to an executive management level position or elected official.

Nice To Haves

Bachelor's degree is desirable.
Experience supporting boards, commissions, or public meetings within a government or public sector environment.
Advanced proficiency with Microsoft Office Suite, Adobe Acrobat, Zoom, and other administrative or collaboration tools.
Experience using software platforms related to agenda management, records management, public meeting administration, or public communication processes.
Experience coordinating projects, schedules, or operational workflows in a fast-paced office environment.
Familiarity with Oakland communities, public services, or organizations that support residents throughout the City of Oakland.

Responsibilities

Serving as liaison to the Library Commission and supporting public meetings.
Coordinating agenda reports and legislative processes.
Maintaining organized and compliant administrative records.
Providing administrative and operational support to Library leadership.
Representing Oakland Public Library with professionalism and excellent customer service.

Benefits

37.5-hour work weeks
15 paid holidays
Vacation: 2 weeks per year minimum with the ability to accrue more depending on public sector years of service
Retirement: CalPERS (California Public Employees’ Retirement System) with a pension formula of 2.5% @ 55 (for Classic CalPERS members) and 2% @ 62 for new CalPERS members. Classic Employees contribute 8% of pre-tax wages. The City of Oakland does not participate in Social Security
Health: The City of Oakland pays the full cost of employee and eligible dependent coverage at the Kaiser rate. Other plans include Anthem, Blue Shield, United Health Care, and other HMO and PPO plans
Dental: Delta Dental full premium for employees and eligible dependents
Vision: VSP full premium for employees and eligible dependents
Sick leave: Employees accrue 12 days per year
Deferred Compensation: 457(b) pre-tax plan and an after-tax ROTH 401(k) plan
Flexible Spending Account
Wellness Program
Employee Assistance Program
Tuition Reimbursement
Life Insurance up to $200k
Employee Training