Executive Assistant

California Government Operations Agency; Sacramento (CA); Hybrid; USD 53,000 - 68,000; Full time

Job summary

California Government Operations Agency in California is seeking an Executive Assistant to provide high‑level administrative support to the Director of CalOCR. The role requires advanced calendaring, travel coordination, and confidential handling of sensitive information to keep operations running smoothly.

The EA will maintain databases and documents, draft correspondence, and coordinate meetings with state agencies, LEAs, and stakeholders.

Qualifications

• Experience managing complex calendars and coordinating travel for executive leadership.
• Ability to draft, review and edit correspondence and reports with discretion.
• Experience processing invoices, travel claims or purchase requests using state systems such as Fi$Cal.

Responsibilities

• Provide high‑level administrative support to the Director of CalOCR and maintain smooth office operations.
• Coordinate meetings and communications involving LEAs, state agencies, community organizations, and other stakeholders.
• Maintain and update databases, case management systems, contact lists and tracking systems.

Skills

Calendar management

Travel coordination

Executive support

Confidentiality

Microsoft Office

Tools

Fi$Cal

State systems

Microsoft Office Suite

Job description

This position provides hybrid telework opportunities, with employees required to work in-person at least two days per week. This is subject to change based on operational needs.

• Please note, CalHR is not an E-Verified employer.

This position may be located in either Los Angeles, Oakland, or Sacramento.

Job Description and Duties

Under the direction of the Supervisor I and Director of CalOCR, the Executive Assistant (EA) provides excellent administrative support, preempting needs and requirements through advanced administrative duties. This includes complex calendaring, travel coordination, communication with internal and external stakeholders. The EA may coordinate meetings and communications involving LEAs, state agencies, community organizations, advocacy groups, and other education and civil rights stakeholders. The EA maintains and updates databases, case management systems, contact lists, and other tracking systems used to support CalOCR’s work. The EA may also assist with tracking significant office initiatives, reporting requirements, CalOCR’s technical assistance activities, and other priority matters to ensure timely follow-through and appropriate coordination among CalOCR staff. The EA drafts, reviews, and edits correspondence, reports, presentations, and briefing documents on behalf of the Director. The EA ensures smooth office operations, maintains confidentiality, and supports the mission and strategic objectives of CalOCR.

We are advertising this position as until filled. We will review applications on the 10th of each month.

You will find additional information about the job in the Duty Statement.

You will find the Minimum Requirements in the Class Specification.

• EXECUTIVE ASSISTANT

Classification:

EXECUTIVE ASSISTANT $4,733.00 - $6,102.00/month

• New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.

Special Requirements

All interested applicants are required to submit a Statement of Qualifications (SOQ). Please provide direct responses to each of the numbered items listed below. Applicants must number and include the full text of the SOQ items in their response. Please include specific examples of your education, training, and/or experience. SOQs should be limited to a maximum of two (2) pages, single-spaced, twelve-point Arial font.

1. Describe your experience managing complex calendars and coordinating travel or events for executive-level leadership. How did you ensure accuracy and prioritize competing demands?

2. Explain your experience drafting, reviewing, and editing correspondence or reports for senior leadership. How did you maintain confidentiality and ensure clarity in communication?

3. Provide an example of how you handled administrative operations such as processing invoices, travel claims, or purchase requests using state systems (e.g., Fi$Cal). How did you ensure compliance and timeliness?

Note: Applicants who do not follow these instructions may be disqualified from the selection process. Cover letters and resumes do not take the place of the SOQ.

For helpful guidance on writing an effective SOQ, please see our Work4CA guide.

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 www.CalCareers.ca.gov. 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.
• A Statement of Qualifications (SOQ) is required and must be included. Please see the Special Requirements section for instructions.

Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.

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:

• Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines
• Experience providing executive-level administrative support, including complex calendaring, travel coordination, and meeting logistics
• Excellent written and verbal communication skills, demonstrated through drafting and editing correspondence, reports, and briefing materials
• Proficiency in Microsoft Office Suite and state administrative systems, including Fi$Cal for fiscal transactions
• Ability to maintain confidentiality and exercise discretion when handling sensitive information
• Experience coordinating meetings and events, including agenda development, materials preparation, and follow-up actions
• Attention to detail and accuracy in all work products, including fiscal and administrative tasks
• Ability to adapt to changing priorities and work collaboratively in a fast-paced environment.

Equal Opportunity Employer

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.