Executive Assistant to the Director
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,
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.What you will typically be responsible for :
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.A few reasons you might love this job :
You will play an integral role in improving the lives of workers, residents, and local businesses in Oakland.You will help make public services efficient, accountable, and responsive to the community.You will interact with departments across the City of Oakland and learn how policy and program decisions are made.You will work within a team that values social and economic justice in principle and practices fairness and respect in everyday interactions.A few challenges you might face in this job :
You will be engaging with individuals at all levels in a politically dynamic environment.You will need to quickly learn the work with minimal direction.You will work in an ever-evolving environment that can be demanding and requires you to manage multiple tasks and priorities simultaneously.Competencies Required :
Action & Results Focused (Taking Initiative) : Initiating tasks and focusing on accomplishmentsAdaptability : Responding positively to change and modifying behavior as the situation requiresAllocating Resources : Prioritizing the use of fiscal and material resources to maximize organizational effectivenessAnalyzing & Interpreting Data : Draws meaning and conclusions from quantitative or qualitative dataAttention to Detail : Focusing on the details of work content, work steps, and final work productBuilding & Maintaining Relationships : Establishing rapport and maintaining mutually productive relationshipsCritical Thinking : Analytically and logically evaluating information, propositions, and claimsHandling Stress : Maintaining emotional stability and self-control under pressure, challenge, or adversityInterpersonal Savvy : Considering and responding appropriately to the needs and feelings of others in different situationsLegal & Regulatory Navigation : Understanding, interpreting, and ensuring compliance with laws, policies, and regulationsOral Communication : Engaging effectively in dialoguePolitical & Organizational Savvy : Working skillfully with politics, procedures, and protocols across organizational levels and boundariesResults-Based Performance : Contributes to measurable program results for local residents and local businesses in job quality and accessing economic opportunitiesUsing Technology : Working with electronic hardware and software applicationsValuing Diversity : Appreciating the benefits of varied backgrounds and cultures in the workplaceWritten Communication : Communicating effectively in writing. Understanding and interpreting written materialMinimum Requirements for Application
Education : An Associate's Degree in a related field. Bachelor's degree is desirable.
Experience : 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.
License or Certificate / Other Requirements : 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.
OTHER REQUIREMENTS : This classification is exempt from overtime compensation per the Fair Labor Standards Act (FLSA) Administrative exemption criteria.
DESIRABLE QUALIFICATIONS :
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.Supplemental Information
The Recruitment Process : This is an at-will position, exempt from the provisions of the City of Oakland Civil Service Rules, per Charter Section 902(f). All applications received will be forwarded to the Department of Workplace & Employment Standards for further consideration. Meeting the minimum qualification requirements may not result in further consideration, only the most qualified candidates will be contacted for interviews.
What's in it for you?
DWES staff may apply to telecommute up to two (2) days per week subject to the department's operational needs.Work / Life Balance :