Executive Assistant to the Director (Department of Violence Prevention) (Exempt)

City of Oakland, CA•Oakland, CA

28d

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 Violence Prevention? The Department of Violence Prevention (DVP) was established in 2017 to tackle the challenges with violence in Oakland. The DVP applies a public health approach to violence prevention focused on community-led intervention strategies to realize sustained safety and stability of the families and communities most impacted by violence. The DVP provides direct services and funds, coordinates and supports a network of violence prevention and intervention programs that prioritizes the people and places most impacted by violence. The ultimate goal is a safer and thriving Oakland for all. The Executive Assistant to the Chief of Violence Prevention plays a central role in helping the department meet short- and long-term goals for a safer and thriving Oakland. As the Executive Assistant to the Chief of Violence Prevention, you play an important role in supporting executive level operation with high level administration support. You will be responsible for composing correspondence, scheduling meetings, assisting with agendas and meeting notes, supporting project management, maintaining the Chief's calendar and coordinating travel logistics. If you enjoy managing projects in a fast-paced environment, performing high level detailed administrative work, and want to contribute meaningfully to Oakland's future, we encourage you to apply to be part of DVP's elite team! We are looking for someone who is: Adaptable and self-motivated. You will work in a fast-paced, dynamic, service-oriented team environment, often balancing multiple priorities. An excellent communicator. You will interface with the public and a variety of internal and external stakeholders including City officials and community leaders. Highly organized. You will be responsible for managing the Chief's busy calendar as well as your own assignments. Able to exercise good judgment. You will need to make important decisions and ensure they are aligned with the values and priorities of the department. Professional. You will represent the City of Oakland and the Chief of Violence Prevention in all of your verbal and written communications. Able to exercise confidentiality. You will be privy to highly sensitive information and must maintain confidentiality and discretion. Technologically proficient. You will be using MS Office Suite, Zoom, and Adobe daily.

Requirements

Adaptable and self-motivated. You will work in a fast-paced, dynamic, service-oriented team environment, often balancing multiple priorities.
An excellent communicator. You will interface with the public and a variety of internal and external stakeholders including City officials and community leaders.
Highly organized. You will be responsible for managing the Chief's busy calendar as well as your own assignments.
Able to exercise good judgment. You will need to make important decisions and ensure they are aligned with the values and priorities of the department.
Professional. You will represent the City of Oakland and the Chief of Violence Prevention in all of your verbal and written communications.
Able to exercise confidentiality. You will be privy to highly sensitive information and must maintain confidentiality and discretion.
Technologically proficient. You will be using MS Office Suite, Zoom, and Adobe daily.
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.

Responsibilities

Performing complex and confidential administrative support including proofreading materials for thoroughness, accuracy, formatting, and compliance with policies and procedures.
Receiving and screening visitors, telephone calls, and emails.
Manage the Chief's calendar, including scheduling, preparing materials, coordinating meetings, and arranging travel.
Preparing the Chief for important meetings including researching individuals, providing summaries of organizations, and meeting agendas.
Coordinating staff reports for City Council and Committee meetings.
Attending meetings with the Chief upon request and taking detailed notes with specific attention to documenting follow-up activities and next steps.

Benefits

15 paid holidays.
Vacation- 2 weeks per year minimum with the ability to accrue more depending on public sector years of service.
Management Leave - 5 days + 5 days of discretionary leave for superior performance.
Sick leave - Employees accrue 12 days per year.
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 for the 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 plan.
Dental - The City of Oakland pays for Delta Dental full premium for employees and eligible dependents.
Vision - The City of Oakland pays for VSP full premium for employees and eligible dependents.
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.