Office Chief, Executive & Administrative Services

Job Description and Duties

Under the general direction of the Deputy District Director of Administration, including the executive staff, the Office Chief of Executive and Administrative Services serves as a senior managerial authority providing strategic leadership, supervision, and operational oversight for all Executive and Administrative Services functions. The incumbent Office Chief leads Executive Support, administrative coordination, sustainability program development, audit and compliance activities, quality assurance, risk management, and district wide strategic initiatives, including coordination of the District Strategic Action Plan. The incumbent ensures seamless and consistent executive operations, high quality administrative practices, and alignment with the organization’s mission, vision, values, and district wide priorities. The incumbent manages subordinate supervisors and staff, fosters a collaborative and high performing work environment, and ensures cohesion across executive and administrative functions. This role requires a high level of confidentiality, independent judgment, strategic thinking, professional discretion, and the ability to supervise, mentor, and coordinate staff performing complex executive and administrative duties.

Parf 04-27-0511 / JC-532569

Personal Leave Program: Effective July 1, 2025, state employees are subject to temporary salary reductions ranging from 2% to 4.62% in exchange for Personal Leave Program (PLP) hours. Please note that the salary ranges listed in this Job Control may not reflect these reductions associated with the 2025 Personal Leave Program. Please follow the link for more information regarding the 2025 Personal Leave program: .

This position may be eligible for telework. The amount of telework is at the discretion of the Department and based on Caltrans’s evolving telework policy. Caltrans supports telework, recognizing that in-person attendance may be required based on operational needs. Employees are expected to be able to report to their worksites with minimum notification if an urgent need arises. The selected candidate will be required to commute to the headquartered location as needed to meet operational needs. Business travel may be required, and reimbursement considers an employee’s designated headquartered location, primary residence, and may be subject to CalHR regulations or applicable bargaining unit contract provisions. All commute expenses to the headquartered location will be the responsibility of the selected candidate.

You will find additional information about the job in the .

Working Conditions

Position located at 111 Grand Ave, Oakland, Alameda County.

The position is primarily office-based , requiring frequent communication across multiple organizational levels. Work is conducte  in a climate-controlled office under artificial lighting , though building temperatures may fluctuate due to heating or air-conditioni issues . The incumbent may be required to travel within the state to attend field visits, off-site meetings, or work-site investigations. Some travel may occur before or after normal business hours , and occasional night work or overnight travel ma be necessary. Overall, the role involves a mix of office duties , virtual collaboration , and periodic field responsibilities , requiring flexibility to shift between environments as operational requirements arise .

Multiple positions may be filled from this recruitment.

Special Requirements

• Reason logically and creatively using a variety of analytical techniques to evaluate complex governmental, managerial, and operational problems.

• Conduct investigations, review evidence, assess circumstances, and prepare clear summaries, findings, and recommendations.

• Assess impacts of policies, projects, or decisions on transportation systems, considering social, political, economic,environmental, and regulatory factors.

• Develop and evaluate alternatives, interpret data, anticipate implications, and formulate sound recommendations aligned with program and departmental priorities.

• Analyze personnel and management issues impartially; recommend appropriate solutions; and support corrective or disciplinary actions consistent with legal and policy requirements.

• Prioritize large volumes of work, manage competing deadlines, and maintain accuracy and judgment in fast paced environments.

• Apply critical thinking and decision making skills to resolve sensitive, politically charged, or complex administrative issues.

• Statement of Qualifications (SOQ) is required. Failure to submit a Statement of Qualifications will disqualify candidates from the hiring process.

1. Describe a time you provided vision, leadership, and direction to multi disciplinary administrative teams supporting senior executives. Explain how you standardized and streamlined processes (e.g., scheduling, correspondence flow, records/workflow systems, project tracking) to deliver consistent, high quality executive support.

2. Provide specific examples of preparing briefing materials, talking points, and high stakes communications for executive leadership, and of facilitating executive meetings (agenda development, issue analysis, decision point identification, and action item tracking). What analyses did you perform, what recommendations did you make, and what measurable results followed.

3. Describe your leadership style and how you manage conflict in the workplace.

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:

Please take this 1-minute Caltrans Recruitment survey to tell us how you found out about this job. 

Apply today to join our team!  We especially encourage applicants to check out our tool!  The is a tool to assist and help candidates understand and succeed in applying to Caltrans positions.

Benefits

Benefit information can be found on the CalHR website and the CalPERS website.

Important Application Instructions:

Electronic applications through your CalCareers account are highly recommended and encouraged.

Candidates that meet the minimum qualifications based on possession of EDUCATION, LICENSE, OR CERTIFICATE must include a copy of your DEGREE/TRANSCRIPTS, LICENSE, or CERTIFICATE, along with your State application (STD. 678), to be considered for this position.

NOTE: Do not submit the “Equal Employment Opportunity” questionnaire (page 5) with your completed State application (STD. 678). This page is for examination use only. Do not include any confidential information on any documents you submit for this 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, birth date, driver’s license number, examination results, LEAP status, marital status, and age.  The job application packet checklist is not required to apply for this position.  Failure to follow these instructions may result in your application not being considered for this position.

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 optional. It may be included, but is not required.
• Statement of Qualifications -

  Statement of Qualifications (SOQ) is required. Please see the Special Requirements section for SOQ instructions.