Executive Assistant to the Director

City of Oakland • Oakland, CA

17h • 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 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 Public Works Department? Oakland Public Works strives to maintain, improve, and preserve Oakland's infrastructure and environment for residents, businesses, visitors, and future generations of every neighborhood in our diverse city. Be a part of the Executive Management Team and play a key role at the heart of our department. If you possess an exceptional administrative background and would enjoy being a part of the City's Public Works Department, this could be a great opportunity for you. Under administrative direction, this position uses a full range of professional clerical, administrative, and technical level skills to provide the department with responsible, complex, and confidential clerical and administrative support on matters of significance with a high consequence of error requiring specialized knowledge and the ability to interpret broadly defined policies and procedures; supervise assigned clerical staff; and perform related duties as assigned. 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. Demonstrates sound judgment. You will need to make decisions with minimal direction. Professional. You will be interacting with elected officials and leaders at all levels Citywide. Demonstrates confidentiality. You will be dealing with highly sensitive information. Technology savvy. You will be using MS Office Suite, Zoom, and Adobe on a daily basis.

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. 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 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.

Nice To Haves

• A bachelor's degree is desirable.
• Knowledge & experience in municipal government.
• Experience as an Executive Assistant.
• Certified and/or experienced in MS Excel.
• Experience in event planning.
• Exposure to public information/communications.
• Proficiency in legislative management systems.
• Familiarity with City Council, committee, or board processes, including agenda preparation, legislative tracking, and coordination of briefing materials.

Responsibilities

• Performing complex and confidential support requiring specialized knowledge and the ability to interpret 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 scheduling and arranging meetings and making travel arrangements; organizing meetings and preparing required informational procedures.
• Proofreading written materials, including websites, for thoroughness, accuracy, format, and compliance with policies and procedures.
• Compiling and maintaining records and preparing reports.
• Planning and coordinating department-wide retreats, all-hands meetings, and other employee engagement events.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree