Executive Assistant to the Director (Exempt)

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 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. Why join the City of Oakland's Park, Youth & Recreation Department? Join Oakland Parks, Recreation & Youth Development (OPYRD) and make a meaningful impact in Oakland's communities. Through parks, recreation, arts, sports, day camps, and wellness programs, OPYRD promotes equitable access to opportunities that support youth, facilities, and residents of all ages. As part of the City of Oakland, you'll join a collaborative, service-driven organization committed to creating safe, welcoming, and inclusive spaces. OPYRD delivers a wide range of programs focused on youth development, cultural arts, sports, physical activity, enrichment, and wellness while offering the stability of public service, comprehensive benefits, professional growth opportunities, and the chance to work alongside a diverse team dedicated to strengthening community connections and enhancing quality of life throughout Oakland. We are looking for someone who is:

• Administratively and organizationally skilled. You effectively manage multiple priorities, maintain accurate records, and ensure work is completed efficiently and on time.
• A strong communicator. You effectively convey information both verbally and in writing to a wide range of audiences.
• A sound decision-maker. You exercise judgement and discretion when navigating diverse and complex situations.
• A skilled multitasker. You manage competing demands, adjust to changing priorities, and remain productive in a fast-paced environment.
• Efficient and results oriented. You meet tight deadlines, manage competing demands, and remain effective in a fast-moving environment.
• Strong in business acumen and prioritization. You assess priorities, make informed decisions, and align work with operational goals.
• A collaborative team player. You value teamwork and maintain a strong customer service focus in all interactions.

What you will typically be responsible for:

• Providing high-level administrative support to executive leadership.
• Managing executive calendars, coordinating meetings, and serving as recording secretary for Parks and Recreation Advisory Commission (PRAC).
• Preparing documents, reports, presentations, and correspondence.
• Screening communications and serving as a liaison to board members and senior management.
• Handling sensitive matters with confidentiality and discretion.
• Using innovative thinking while responding with urgency to competing priorities.

Read the complete job description by clicking the link below: Executive Assistant to the Director

A few reasons you might love this job:

• You will play a vital role in creating and preparing a wide range of documents, reports, presentations, and written correspondence that support executive and departmental priorities.
• You will have opportunities to develop skills, learn from experienced leaders, and grow within executive support roles.
• You will work directly with the Director and management team in an environment where your expertise and contributions are valued, and you will receive clear direction and support.
• You will be trusted to manage priorities, make sound decisions, and work independently as a key support professional.
• You will be part of a highly collaborative team where colleagues are dedicated, supportive, and committed to shared success.

A few challenges you might face in this job:

• You will navigate competing priorities from multiple executives and departments, requiring strong prioritization and the ability to adapt as needs shift.
• You will manage time-sensitive work in a fast-paced environment, ensuring deadlines are met while responding quickly to urgent requests.
• You will handle sensitive and confidential information, requiring consistent discretion and sound judgement in all situations.
• You will respond to unexpected changes in schedules, meetings, and priorities, staying flexible and adjusting quickly to last-minute adjustments.
• You will balance responsiveness and discretion, maintain accessibility while protecting executive time, and prioritize requests appropriately.

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. A bachelor's degree is desirable. Experience: 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. License or Certificate: 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. Other Requirements: This classification is exempt from overtime compensation per the Fair Labor Standards Act (FLSA) Administrative exemption criteria.

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. All applications received will be forwarded to the Oakland Youth, Parks & Recreation Department 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?

• 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.

Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found at: Working for Oakland 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 Worker: All employees are designated Disaster Service Workers through the 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 announcement and allow at least two to three hours to submit your application if you are a new user on the system. APPLICATIONS ARE ACCEPTED ONLINE ONLY. You may apply and view current openings by visiting our employment opportunities webpage at: . If you do not have access to a computer, there are computer stations available at any City of Oakland Public Library. There are also workstations at the Human Resources Management Department, 150 Frank H. Ogawa Plaza, 2nd Floor, Oakland, Ca 94612. Workstations are available during regular business hours (normally 10:00 a.m. to 4:00 p.m.) Our online application system is provided by NeoGov.