Executive Assistant to the Director

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 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.
• An excellent communicator.
• Highly organized.
• Demonstrates sound judgment.
• Professional.
• Demonstrates confidentiality.
• Technology savvy.

What you will typically be responsible for:

• 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.

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 service 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.

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 learn quickly with minimal direction.
• You will be working in an ever-evolving environment that can be demanding and will require managing multiple tasks and priorities simultaneously.

Competencies Required:

• Adaptability: Responding positively to change and modifying behavior as the situation requires.
• Action & Results Focused: Initiating tasks and focusing on accomplishments.
• Allocating Resources: Prioritizing the use of fiscal and material resources to maximize organizational effectiveness.
• Attention to Detail: Focusing on the details of work content, work steps, and final work product.
• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships internally with other City departments.
• Handling Stress: Maintaining emotional stability and self-control under pressure, challenge, or adversity.
• Interpersonal Savvy: Considering and responding appropriately to the needs and feelings of others in different situations.
• Mathematical Facility: Performing computations and solving mathematical problems.
• Oral Communication: Engaging effectively in dialogue.
• Political & Organizational Savvy: Working skillfully with politics, procedures, and protocols across organizational boundaries.
• Professional & Technical Expertise: Applying technical subject matter to the situation.
• Using Technology: Working with electronic hardware and software applications.
• Valuing Diversity: Appreciating the benefits of varied backgrounds and cultures in the workplace.
• Writing: Communication effectively in writing.