Executive Assistant to the Director (Department of Workplace & Employment Standards (Exempt)

City of Oakland, CA•Oakland, CA

37d

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. Why join the City of Oakland's Department of Workplace & Employment Standards? The Department of Workplace and Employment Standards (DWES) advances social and economic opportunities for of City of Oakland residents by enforcing the City's laws that intentionally work to advance equitable opportunities for its residents. DWES oversees City laws that: Protect workers from wage-theft and inhumane working conditions. Maximize the local impact of the City's procurement power by providing residents with access to quality jobs and contracting opportunities. DWES is hiring an Executive Assistant to the Director who will support the Director and department-wide administrative functions. For those who answer the call to serve the public, this is a pivotal and exciting time to join the City of Oakland. Ongoing budget and policy discussions are creating space to reimagine local government, prioritize equity and accessibility, strengthen core services, and ensure resources align with community needs. City leadership is committed to innovation, collaboration, and strategic investment, seeking talented professionals who want to make a lasting impact. We are looking for someone who is: Adaptable and self-motivated. You will be working in a fast-paced, ever-evolving, service-oriented environment with constantly changing priorities. An excellent communicator. You will be interfacing with the public and a variety of internal stakeholders at all levels. Highly organized. You will be responsible for managing the Director's calendar as well as your own assignments. Able to exercise good judgment. You will need to make decisions with minimal direction. Professional. You will be interacting with elected officials and leaders at all levels Citywide. Able to exercise confidentiality. You will be dealing with highly sensitive information. Technologically proficient. You will be using MS Office Suite, Zoom, and Adobe on a daily basis.

Requirements

An Associate's Degree in a related field. Bachelor's degree is desirable.
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.
Successful incumbents in this position are expected to operate automotive vehicles in the performance of assigned duties. Due to the nature of the assignment and the hours worked, public transportation may not be a cost effective or efficient method for traveling to the various locations required. Individuals who are appointed to this position will be required to maintain a valid California Driver's License throughout the tenure of employment OR demonstrate the ability to travel to various locations in a timely manner as required in the performance of duties.

Nice To Haves

Advanced-level user of Microsoft Office Suite, with experience using various mobile devices and communication platforms, and can perform simple troubleshooting of technology issues.
Experience with digital marketing, including social media platforms and website management.

Responsibilities

Performing complex and confidential administrative support, which may require interpreting broadly defined policies and procedures.
Keeping department staff informed of all key decisions and any changes to policies and procedures.
Making appointments and maintaining the Director's calendar including making travel arrangements, organizing meetings and preparing required informational materials.
Writing and proofreading correspondence, website pages, reports and other materials for content of message, thoroughness, accuracy, format, and compliance with policies and procedures.
Compiling and maintaining records and preparing reports.
Supporting expense tracking, human resources, and timecard/payroll operations.
Onboarding new employees and overseeing orientation.
Planning and coordinating department-wide retreats, all-hands meetings, and other employee engagement events.
Maintaining general office functions, including office supply inventory and ordering, maintaining office equipment, space planning, and liaising with building management on office needs.

Benefits

DWES staff may apply to telecommute up to two (2) days per week subject to the department's operational needs.
Work/Life Balance: 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
Other benefits include a Flexible Spending Account, Wellness Program, Employee Assistance Program, Tuition Reimbursement, Life Insurance up to $200k & Employee Training.