Executive Assistant

Alameda County Superior Court; United States; On-site; USD 84,000 - 102,000; Full time

Job summary

Alameda County Superior Court is accepting applications for the position of Executive Assistant. Under general supervision, to provide complex, confidential analytical and support services for the Executive Officer and Presiding Judge; travel to court locations and partner sites as needed; may require outside-hour work.

The role reports directly to the Presiding Judge or their designee and involves high-level administrative, analytical, and secretarial duties in supporting top court executives.

Qualifications

• Proficiency with Microsoft Office programs (Word, Excel, Visio, PowerPoint and Outlook).
• Ability to prepare and deliver oral and written presentations.
• Strong interpersonal, communication and organizational skills.
• Experience with administrative and statistical analysis is desirable.
• A combination of education and experience meeting one of the specified options.

Responsibilities

• Organizes, coordinates, and schedules meetings, conferences and events for judges; prepares agendas and materials.
• Takes, edits and distributes minutes; screens calls and routes mail; assists with travel arrangements.
• Researches and analyzes rules, procedures and policies; prepares reports and statistical analyses.
• Develops and monitors programs and operational processes; conducts administrative studies.
• Maintains files for executives; prepares documents; designs invites and forms.
• Handles confidential information and supports court programs and events.

Skills

Interpersonal skills

Communication skills

Oral and written presentations

Organizational skills

Ability to work under pressure

Education

Associate’s degree in a related field

Bachelor’s degree in a related field

Tools

Microsoft Word

Microsoft Excel

Microsoft Visio

Microsoft PowerPoint

Microsoft Outlook

Job description

Salary Range

84,011.20 - 102,211.20

Job Description

The Superior Court of California, County of Alameda is accepting applications for the position of Executive Assistant. Under general supervision, to provide a variety of complex, confidential, and highly responsible analytical and support services for the Executive Officer and Presiding Judge or their designees; and to perform other related duties as assigned.

The Executive Assistant must be willing to travel and work throughout the Court locations within Superior Court of California, County of Alameda, and to the work sites of Court partners or Court functions, in support of Court programs and events; as well as occasionally work outside of normal business hours.

DISTINGUISHING FEATURES:

This position reports directly to the Presiding Judge, Executive Officer or their designees. It is distinguished from other administrative, secretarial, and analyst classes because of the special, highly confidential assistant relationship to the top executives of the Court and by the combination of the complex and independent analytical, administrative and secretarial support responsibilities.

Example of Duties

NOTE: The following are duties performed by employees in this classification; however, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all listed duties.

1. Organizes, coordinates, and schedules meetings, conferences, special events and appearances for judges; prepares agendas and materials; takes, edits and distributes minutes.

2. Coordinates and prepares judicial coverage schedule; develops and maintains database records; contacts and notifies judicial officers of coverage assignments.

3. Researches, analyzes, and recommends rules, procedures, and policies; summarizes documents; prepares statistical analyses, reports, and spreadsheets; writes and edits reports of findings.

4. Participates in the development of new or revised programs, systems, procedures and methods of operation; prepares analyses and monitors the effectiveness and results of new initiatives.

5. Plans, organizes and conducts administrative studies and operational research, including court improvement projects.

6. Researches and answers requests for a variety of information; handles complaints regarding judicial officers, court staff, and operations; answers press inquiries; prepares press releases.

7. Screens phone calls to the Executive Officer and Executive Office, personally handling most matters not requiring policy decisions of superiors; sorts, screens, prioritizes and routes mail; composes and prepares responses.

8. Sets up and maintains files for Presiding Judge, Executive Officer and Executive Office; prepares a variety of documents; makes travel arrangements; maintains trust funds; arranges speaking engagements; designs and prepares forms, flyers, invitations, and other documents.

9. Coordinates and participates in special projects and committees at request of the Presiding Judge, Executive Officer or their designees.

10. Routinely works with sensitive and confidential materials.

11. Performs other related duties as assigned.

Minimum Qualifications

EXPERIENCE:
(May meet one of the following 3 Options)

OPTION I
The equivalent to four years of full-time clerical, administrative, analytical, supervisory or legal support experience that included heavy interaction with the public, preferably in a Court or law-related environment.

Or OPTION II
Possession of an associate’s degree from an accredited college or university in a related field.

AND

The equivalent to three years of full-time clerical, administrative, analytical, supervisory or legal support experience that included heavy interaction with the public.

Or OPTION III
Possession of a bachelor’s degree from an accredited college or university in a related field.

AND

The equivalent to one year of full-time clerical, administrative, analytical, supervisory or legal support experience that included heavy interaction with the public.

Desired Qualifications
Proficiency with Microsoft Office software programs, including Word, Excel, Visio, PowerPoint and Outlook.

_ Knowledge of _ research methodology; report writing; administrative and statistical analysis; office and administrative practices and procedures, including records and database management; strong interpersonal and communication skills; organization and function of the California trial court system. Incumbents work under direction to perform most duties within pre-established policies, procedures, standards and legislation. However, incumbents must often work independently and occasionally make decisions in the absence of easily applied rules. The work requires the analysis and evaluation of problems with available alternative solutions and may involve development of new techniques and procedures.

_ Ability to _ prepare and deliver effective oral and written presentations; write in a detailed, clear, and professional style; administer projects and operations consistent with policies and goals; work effectively under the pressure of deadlines, conflicting demands and emergencies; prioritize assignments and meet deadlines; establish and maintain working relationships with all levels of Court staff, members of the public, and judicial officers; understand, interpret and apply laws, rules and regulations; prepare and evaluate narrative and statistical data and reports; identify needs, analyze problems, and implement solutions; maintain sensitive and confidential information; facilitate meetings; and provide a full range of administrative support.

This position includes a one-year probationary period. Employment is contingent upon successful completion of fingerprint check and the provision of appropriately identifying documents to certify eligibility to work in the United States.

The position is:

Unrep’d Manager

Hiring Process

The hiring process will include the following components:

• An initial screening of all application materials receivedincluding a completed application and supplemental questionnaire. A resume does not substitute for completing the application. An incomplete or partial application or supplemental questionnaire will result in disqualification.
• A review of the completed application and supplemental questionnaire to select the best-qualified candidates for the oral panel interview process.
• An oral interview that will be weighted as 100% of the candidate’s final score. The oral interview may contain situational exercises.

The Court reserves the right to change the components of the examination process and may limit the number of candidates invited to the oral interview process to include only the best-qualified candidates should there be a large applicant pool.

Job Posting End Date

August 12, 2026