Executive Assistant to the Director (Exempt)

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, meaningful outcomes for everyone. Oakland strives to establish an environment that embraces the richness of culture, community, and individualism of employees.

The City of Oakland is currently recruiting to fill one (1) Executive Assistant to the Director position at the Oakland Public Library (OPL). The Oakland Public Library empowers all people to explore, connect and grow. Through our eighteen (18) branches over four-hundred dedicated employees serve multiple communities located within the Cities of Oakland, Piedmont, and Emeryville.

OPL is an indispensable partner in transforming lives through robust equity and diversity initiatives, responsive services, and unique programming adapted to serve the needs of a multifaceted community. We champion a future filled with joy for all people, and our staff actively engages community partners to envision, develop and promote our evolving services.

We are looking for someone who is:

• Highly organized and detail oriented. You can successfully balance multiple assignments, maintain accurate records, and ensure work products are completed thoroughly, accurately, and in compliance with established procedures and deadlines.
• Self motivated and proactive. You work independently, take initiative, exercise sound judgment, and use available resources to identify solutions and move work forward in a fast paced environment.
• A strong relationship builder and collaborator. You communicate effectively and maintain positive working relationships with internal and external stakeholders, including Friends groups, library staff, community partners, volunteers, and other City departments.
• Responsive and customer focused. You provide timely, professional, and courteous support while helping staff, patrons, and community members navigate questions, requests, and operational needs.
• Adaptable and service driven. You are comfortable managing changing priorities, supporting multiple projects at once, and contributing to a collaborative team environment focused on public service and community impact.

What you will be typically be responsible for:

• Serving as liaison to the Library Commission and supporting public meetings.
• Coordinating agenda reports and legislative processes.
• Maintaining organized and compliant administrative records.
• Providing administrative and operational support to Library leadership.
• Representing Oakland Public Library with professionalism and excellent customer service.

A few reasons you might love this job:

• You will play a key role in Library leadership and operations.
• This position works closely with the Library Director and Management Team and helps support important initiatives, projects, and organizational priorities across Oakland Public Library.
• You will work alongside passionate public servants committed to Oakland communities.
• You will collaborate with colleagues, commissioners, community partners, and stakeholders who care deeply about providing meaningful and equitable public library services.
• You will have a high level of responsibility, visibility, and autonomy.
• You will have opportunities to make a meaningful impact.

A few challenges you might face in this job:

• You will regularly work with a wide range of stakeholders and competing priorities.
• You will manage time sensitive tasks and complex coordination efforts.
• You will handle sensitive and confidential information.
• You will balance operational support with strategic priorities.

Competencies Required:

• Action & Results Focused (Taking Initiative): Initiating tasks and focusing on accomplishment
• Attention to Detail: Focusing on the details of work content, work steps, and final work products
• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships
• Customer Focus: Attending to the needs and expectations of customers
• Establishing Credibility: Doing what one commits to doing and respecting the confidentiality of information and concerns shared by others
• Oral Communication: Engaging effectively in dialogue
• Political & Organizational Savvy: Working skillfully with polit ics, procedures, and protocols across organizational levels and boundaries
• Professional & Technical Expertise: Applying technical subject matter to the job.
• Project Management: Ensuring that projects are on-time, on-budget, and achieve their objectives
• Using Technology: Working with electronic hardware and software applications
• Writing: Communicating effectively in writing

Minimum Requirements for Application

The following qualifications are guidelines, as the appointing authority has broad discretion in filling positions in this classification.

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.

Desirable Qualifications:

• Experience supporting boards, commissions, or public meetings within a government or public sector environment.
• Advanced proficiency with Microsoft Office Suite, Adobe Acrobat, Zoom, and other administrative or collaboration tools.
• Experience using software platforms related to agenda management, records management, public meeting administration, or public communication processes.
• Experience coordinating projects, schedules, or operational workflows in a fast-paced office environment.
• Familiarity with Oakland communities, public services, or organizations that support residents throughout the City of Oakland.

Supplemental Information

This is an at-will position, exempt from the provisions of the City of Oakland Civil Service Rules, per Charter Section 902.

All applications received will be forwarded to the Oakland Public Library 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?

• Work/Life Balance: 37.5-hour work weeks
• 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, Tuition Reimbursement, Life Insurance up to $200k & Employee Training.

*Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found here: Working for Oakland | City of Oakland, CA

Applicants are required to submit criminal history information upon request after receiving a conditional offer of employment. If the requested information is not furnished in a timely manner, applicants will not qualify for further consideration and will be removed from the eligible list.

Disaster Service Workers

All employees are designated Disaster Service Workers through state and local law. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency.

How to Apply

Apply prior to the closing time of the job