Executive Assistant to the Director (Exempt)

City of Oakland•Oakland, CA

2d•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. Joining the Planning and Building Department (PBD) as an Executive Assistant gives you the opportunity to be at the center of the work that keeps the organization moving. This role goes far beyond traditional administrative support. You will serve as a trusted partner to department leadership, help coordinate priorities, and play a key role in ensuring that critical work is carried out effectively and efficiently. As an Executive Assistant, you will experience a wide variety of responsibilities and work with people at all levels throughout the City of Oakland. You will gain exposure to department-wide initiatives, organizational priorities, and important decision-making processes, all while building strong relationships with leadership, employees, other City departments, elected officials, community partners, and external stakeholders. Most importantly, this role is ideal for someone who wants to make a meaningful impact. If you are organized, proactive, adaptable, resourceful, and take pride in being someone others can depend on, the Executive Assistant position offers the chance to contribute significantly to the department’s success while developing a broad understanding of City operations and growing professionally.

Requirements

An associate's degree in a related field.
Two years of progressively responsible experience in a position comparable to an 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.
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 on time as required in the performance of duties.
This classification is exempt from overtime compensation per the Fair Labor Standards Act (FLSA) Administrative exemption criteria.
All employees are designated Disaster Service Workers through the state and local law. 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.

Nice To Haves

A bachelor's degree is desirable.
Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and document management systems.

Responsibilities

Managing the executive’s calendar, appointments, meetings, priorities, and day-to-day administrative needs.
Coordinating complex schedules, resolving conflicts, prioritizing competing requests, and ensuring the executive is prepared for upcoming commitments.
Scheduling meetings, developing agendas, preparing materials, coordinating participants, taking or distributing notes, and tracking follow-up items.
Organizing sensitive documents, reports, records, and correspondence while ensuring information is accessible and appropriately handled.
Handling personnel, operational, financial, legal, and other sensitive information with a high degree of confidentiality and sound judgment.
Drafting, proofreading, formatting, and coordinating reports, memoranda, presentations, correspondence, and other executive-level materials.
Monitoring outstanding matters and ensuring commitments made by the executive or assigned to staff are followed through, including timely responses to requests from the executive or customers.
Managing the department’s council agenda process.

Benefits

37.5 hour works
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, Life Insurance, Tuition Reimbursement, employee training, & telecommuting.