EXECUTIVE ASSISTANT

State of California; United States; Hybrid; USD 57,000 - 73,000; Full time

Job summary

State of California Government Operations Agency is seeking an Executive Assistant to provide high-level administrative support, including complex calendaring, travel coordination, and communications with internal and external stakeholders. The role supports CalOCR’s mission and requires confidential handling of information.

Location is flexible among Los Angeles, Oakland, or Sacramento with hybrid telework.

Qualifications

• Strong organizational and time management skills.
• Experience providing executive-level administrative support.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and Fi$Cal for fiscal tasks.
• Ability to maintain confidentiality and discretion.
• Experience coordinating meetings and events and travel.
• Attention to detail across fiscal and admin tasks.
• Ability to adapt to changing priorities in a fast-paced environment.

Responsibilities

• Provide high-level administrative support to executives, including calendaring and travel coordination.
• Draft, review, and edit correspondence, reports, and briefing materials.
• Coordinate meetings with LEAs, state agencies, and other stakeholders.
• Maintain databases, contact lists, and tracking systems to support CalOCR work.
• Assist with reporting, initiatives, and program coordination as needed.
• Ensure smooth office operations and confidentiality.

Skills

Organizational skills

Time management

Executive support

Communication

Attention to detail

Meeting coordination

Adaptability

Discretion/confidentiality

Tools

Microsoft Office Suite

Fi$Cal

Job description

Job Posting: Executive Assistant

Government Operations Agency

$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

Job Description and Duties

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

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.

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

Position Details

Job Code #: JC-529740

Position #(s): 337-103-1728-001

Working Title: Executive Assistant

Classification: EXECUTIVE ASSISTANT

Salary: $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.

# 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.

Department Website: https://www.govops.ca.gov/

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.

Benefits

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.

Department Website: https://www.govops.ca.gov/

Human Resources Contact: Alexandra Scheuer [phone] [e-mail]

Hiring Unit Contact: Jessica Altvatter [phone] [e-mail]

EEO Contact: RA Coordinators [phone] [e-mail]

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.

Examination Information

Take the online Executive Assistant Exam to become list eligible for this position.

The Limited Examination and Appointment Program (LEAP) is an optional pathway to state civil service for people with disabilities. Visit the CalHR LEAP page for additional information.

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.