Executive Support Supervisor

Job Description and Duties

The Position is headquartered in Sacramento and offers FREE PARKING!

Effective July 1, 2025, The California Department of Human Resources (CalHR) implemented the Personal Leave Program 2025 (PLP 2025). PLP 2025 directs that each employee shall receive a 3 percent reduction in pay in exchange for 5 hours PLP 2025 leave credits, monthly. The salary range(s) included in the job advertisement do not reflect the 3 percent reduction in pay.

Under the general direction of the Supervisor II, supervises professional analytical staff and directs the planning, coordination, and delivery of administrative services supporting executive operations. Provides oversight of executive office administrative programs, including scheduling, accessibility compliance, timekeeping, travel, personnel, contracting, procurement, and business operations, and is accountable for the quality, timeliness, and compliance of services provided. Establishes priorities and work processes, evaluates program and operational effectiveness, provides technical direction, and resolves complex and sensitive administrative issues. Serves as a key resource to Executive Leadership and analytical staff and exercises considerable independence, judgment, discretion, and political awareness in coordinating activities and resolving issues involving departmental divisions, control agencies, and external stakeholders.

To be considered for this position you must provide a completed application and Statement of Qualifications (SOQ).

New to state candidates will be hired into the minimum salary of the classification or minimum of the alternate salary range when applicable. Placement to alternate range may be based on education or experience identified in your state application.

Please ensure your application is complete with detailed job descriptions/tasks performed, employment beginning and ending date information, and hours worked per week. If you are using education to meet one of the patterns of the minimum qualifications, please upload a copy of your degree or transcripts with your application package.

This position is designated under the Conflict of Interest Code. The position is responsible for making or participating in the making of governmental decisions that may potentially have a material effect on personal financial interests. The appointee is required to complete Form 700within 30 days of appointment and once per year. Failure to comply with the Conflict of Interest Code requirements may void the appointment.

You will find additional information about the job in the .

Working Conditions

The physical work location of the position is designated at the department's headquarters location, a three-story building and standard office modular workspace located in Natomas. The duties of the position require sitting for long periods of time while using a personal computer, reviewing documents, and attending meetings whether they are digital (i.e., Zoom, WebEx, MS Teams, etc.) or in person

Travel:  Up to 5% statewide travel may be required for this position.

Special Requirements

Do NOT include ANY confidential information to your application on any documents you submit for a job vacancy, such as your State application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes, but is not limited to, your Social Security Number (SSN), birthdate, student identification number, driver's license number (unless required), basis of eligibility, examination results, Limited Examination and Appointment Program (LEAP) status, medical information, marital status, and age. Confidential information on the first page of the applications submitted electronically online, such as Easy ID number, SSN, examination related information, and driver's license number will automatically be redacted upon submission.

Possession of Minimum Qualifications will be verified prior to interview and/or appointment. If you are meeting Minimum Qualifications with education, you must include your unofficial transcripts/diploma for verification. Official transcripts may be required upon appointment. If it is determined a candidate does not meet the Minimum Qualifications, the candidate will be withheld from the eligibility list, rendering them inactive and ineligible to be hired for the position. Candidates who have been withheld may file and appeal with the State Personnel Board.

If you are using education to meet the minimum qualifications, please include a copy of your unofficial transcripts for verification. Foreign transcripts must be accompanied by an academic credential evaluation. Below is the link to a list of approved agencies. 

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Experience supervising, leading, coaching, mentoring, and developing professional, analytical, or administrative staff.

• Experience establishing workload priorities, assigning and monitoring work, evaluating work products, and ensuring timely completion of high-priority assignments.

• Demonstrated ability to effectively manage competing priorities and changing deadlines in a fast-paced executive or senior management environment.

• Experience overseeing executive office, administrative, analytical, or business operations.
• Strong leadership and interpersonal skills, including the ability to build collaborative relationships, provide constructive feedback, address performance concerns, and promote accountability.
• Excellent written and verbal communication skills.
• Demonstrated ability to exercise sound judgment, discretion, political awareness, and professionalism when handling complex, sensitive, confidential, or high-profile matters.
• Strong analytical and problem-solving skills, including experience evaluating complex operational issues, identifying risks and impacts, evaluating alternatives, and developing actionable recommendations.

Benefits

There are many benefits to joining our team! The State of California has a generous benefits package that includes medical coverage, CalPERS pension upon retirement, two weeks paid vacation per year, two weeks paid sick leave per year, two paid Professional Development Days, one paid Personal Holiday, pre-tax parking fee program and monthly transportation voucher.

In addition to competitive public employee wages and a comprehensive benefits package, our employees enjoy meaningful and interesting work that supports access to programs and services that serve older adults, adults with disabilities, family caregivers, and residents in long-term care facilities throughout California.

To learn more about benefits for State employees, visit the page on the CalHR website.

CDA is located close to downtown and is easily accessible from various main thoroughfares (i.e. Interstate-5 and Inerstate-80). Employee’s enjoy a great team environment with amenities including: FREE PARKING , and close to various dining and shopping choices in the Natomas area.

Statement of Qualifications:

Statement of Qualifications (SOQ) is a discussion of how an applicant's education, training, experience, and skills meet the criteria in the duty statement and qualify the applicant for the position.

For assistance in completing the SOQ, you may wish to watch the following video: Basics of Writing a Strong Statement of Qualifications .

PLEASE NOTE: Resumes, letters, and other materials will not be evaluated or considered as responses to the Statement of Qualifications.

DISCLAIMER: Failure to include and complete the SOQ may result in disqualification for interview.

INSTRUCTIONS:

A statement of qualifications (SOQ) is required and applications received without one will not be considered. SOQ's should be no more than two pages, arial 12 font, and indicate the question, followed by a complete response.

1. Describe your experience supervising, leading, or providing direction to a team responsible for administrative, analytical, or executive support functions. Provide an example of how you have established priorities, managed competing workloads, and maintained accountability for the team members.

2. Describe your experience leading a team or organization through a significant period of change or transition. Provide a specific example of how you communicated a clear approach for the change, engaged and supported staff throughout the transition, addressed resistance or uncertainty, and maintained accountability and operational effectiveness. What strategies did you use to build trust and gain buy-in, and what was the outcome?

3. Describe a complex operational, administrative, or organizational issue you were responsible for addressing. Explain how you identified and analyzed the issue, engaged staff, evaluated potential solutions, and developed or implemented recommendations.

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is required and must be included.
• Statement of Qualifications -

  Statement of Qualification: A Statement of Qualification is REQUIRED and must be submitted with your Employment Application (STD. 678). Applications received without an appropriate Statement of Qualifications based on the instructions below will be rejected for being incomplete and will not be considered. Resumes, cover letters, and other documents will not be considered as a response to the Statement of Qualifications. Please refer to the "Statement of Qualifications Instructions" section below for specific requirements.