EXECUTIVE ASSISTANT

State of California; Sacramento (CA); Hybrid; USD 53,000 - 68,000; Full time

Job summary

The Executive Assistant position within State of California’s CalOCR is designed to provide high-level administrative support, including complex calendaring, travel coordination, and coordination with LEAs, state agencies, and other stakeholders. The role emphasizes confidentiality and efficient office operations, with a hybrid work arrangement requiring in-person presence two days per week.

The position reports to the Supervisor I and Director of CalOCR, supporting mission-driven initiatives

Qualifications

• Strong organizational and time management skills.
• 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.

Responsibilities

• Provide advanced administrative support, including complex calendaring and travel coordination.
• Coordinate meetings and communications involving internal and external stakeholders.
• Maintain and update databases, case management systems, contact lists, and tracking systems to support CalOCR’s work.

Skills

Organizational skills

Time management

Executive support

Calendaring

Travel coordination

Communication skills

Confidentiality

Adaptability

Meeting coordination

Tools

Fi$Cal

Microsoft Office Suite

Job description

$4,733.00 - $6,102.00 per Month

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

Final Filing Date: Until Filled

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 excellentadministrative support, preempting needs and requirements through advanced administrative duties. Thisincludes 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 andupdates databases, case management systems, contact lists, and other tracking systems used to supportCalOCR’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.

Working Conditions

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.

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

• EXECUTIVE ASSISTANT

EXECUTIVE ASSISTANT $4,733.00 - $6,102.00 New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.

# of Positions:

1

Work Location:

United States

Telework:

Hybrid

Job Type:

Permanent, Full Time

Department Information

The California Government Operations Agency (GovOPS) is responsible for administering state operations including procurement, information technology, and human resources. The mission of GovOps is to improve management and accountability of government programs, increase efficiency, and promote better and more coordinated operational decisions.

Please note, CalHR provides contracted Human Resources services for California Government Operations Agency (GovOPS) and is not an E-Verified employer.

All interested applicants are required to submit a Statement of Qualifications (SOQ).

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.

Desirable Qualifications

• 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.

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

Contact Information

The Human Resources Contact is available to answer questions regarding the application process. The Hiring Unit Contact is available to answer questions regarding the position.

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.

California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice)TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

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.