Executive Assistant to the Director (Economic and Workforce Development Department) (Exempt)

City of Oakland; Oakland (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

The City of Oakland seeks an Executive Assistant to support the Economic and Workforce Development Department. This role involves managing complex schedules, ensuring effective communication, and assisting with project management. Ideal candidates are organized, discreet, and proactive problem solvers. Join a mission-driven team to make a meaningful impact on Oakland's economy and community.

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Retirement Plan

Paid Holidays

Vacation Days

Flexible Spending Account

Wellness Program

Tuition Reimbursement

Qualifications

• Two years of experience as Administrative Assistant II or five years in executive support.
• Proficient in managing complex schedules and communications.

Responsibilities

• Provide high-level administrative support to the Department Director.
• Coordinate communication and interdepartmental coordination.
• Assist with graphic design and website updates.

Skills

Organizational Skills

Discretion

Problem Solving

Communication

Tech-Savvy

Graphic Design

Education

Associate's Degree

Bachelor's Degree

Tools

Microsoft Suite

Adobe

Zoom

Canva

Job description

The City of Oakland is an equal-opportunity employer that values workforce diversity, inclusion, and equity. Oakland has a long history of activism around issues of justice and equity. Both oppression and this resistance to oppression have shaped the city’s historical roots and the lives of its residents to this day. As public servants in one of the most diverse cities in the nation, we strive to develop employees who understand the harm and impacts of systemic inequity to create lasting, meaningful outcomes for everyone. Oakland strives to establishan environment that embraces the richness of culture, community, and individualism of employees.

Why join the City of Oakland's Economic and Workforce Development Department?

The City of Oakland’s Economic and Workforce Development Department (EWDD) drives inclusive economic growth by supporting businesses, attracting investment, facilitating new development, creating jobs, and strengthening our cultural arts sector. We are passionate about building a resilient, thriving economy that benefits all Oaklanders, especially historically underserved communities.

As Executive Assistant to the EWDD Director, you will play a critical role in supporting high-level operations, project management, and communications. You will be a key partner to the Director and leadership team, helping the department meet ambitious goals: expanding small business services, advancing major development projects, strengthening workforce programs, and ensuring strong public communication and transparency.

This is a unique opportunity to be part of a high-performing, mission-driven team, helping to shape projects and initiatives that make a real difference in people’s lives — and you'll help keep the EWDD moving forward every day.

If you thrive in a fast-paced environment, enjoy managing complex schedules and communications, and want to contribute meaningfully to Oakland’s future, we encourage you to apply.

We are looking for someone who is:

• Exceptionally organized.You will manage calendars, meetings, correspondence, and documents without missing steps or details. This also means staying compliant with public records requirements.
• Discrete and trustworthy. Given the sensitive personnel issues, community tensions, and politics inherent in local government work, you must maintain absolute integrity when handling confidential information.
• Proactive at solving problems.You will anticipate problems, offer solutions, and think a few steps ahead, especially when schedules or projects shift. In time, you will be able to act without waiting for instructions.
• Politically savvy and emotionally intelligent. Working in local government means interacting with elected officials, the administration, community groups, other city staff, and sometimes upset residents and business owners. You must be able to navigate different personalities and help the Director and the department as a whole maintain good relationships.
• A strong communicator.Drafting memos, emails, and reports will be a daily task. You must be able to write and speak clearly, succinctly, and diplomatically.
• Tech-savvy and process-oriented. It is essential that you are comfortable with modern scheduling, communication, and project management tools. You should also be able to set up or improve processes (e.g., filing systems, workflow tracking, or meeting agenda and notes templates). Proficiency in the Microsoft Suite, Adobe, Zoom, and other related software.
• Proficient in basic graphic design and web literacy. You should have an eye for clean, professional layouts (think Canva, PowerPoint, basic flyer design) and feel comfortable making simple website updates (like posting news items or updating staff information). You do not have to be a designer or a coder but should know what looks good and represents the department well.

What you will typically be responsible for:

• Providing High-Level Administrative Support. You will be managing complex and confidential clerical tasks and relieving the Department Director of routine administrative duties. This includes composing correspondence, scheduling meetings, assisting with agendas and meeting notes, and maintaining the Director’s calendar, as well as ensuring all logistics for meetings are handled, including room bookings and notifications to participants.
• Coordinating Agenda Report Work Flow.You will be responsible for monitoring and working with staff to help move Committee and Council agenda reports through the appropriate workflow (e.g., fiscal, legal, Director, City Administrator, City Clerk, etc.), and reviewing documents for proper formatting, form, and correct English usage before distribution.
• Coordinating Communication and Interdepartmental Coordination. You will be tasked with screening and responding to emails and calls, providing information on the department and City policies, and following up on inquiries, as assigned. You will be responsible for ensuring seamless communication between department management, staff, and external stakeholders.
• Organizing, Maintaining, and Reviewing Records and Files.You will need to ensure all administrative, reference, and follow-up records—both digital and physical—are properly organized, easily accessible, and compliant with policies and procedures.
• Addressing Public Records Requests.You will be working with the City Attorney’s Office to process public records requests.
• Supporting Department’s Short- and Long-Term Goals. You will be assisting in tracking short- and long-term departmental goals, and supporting resource allocation for ongoing projects or initiatives.
• Assisting with Graphic Design and Website Updates.Your work will support the EWDD with creating clean, professional layouts for presentations, flyers, and other materials using tools like Canva and PowerPoint. You will be assisting with simple website updates, such as posting news items or updating staff information, ensuring content is visually appealing and aligns with the department’s professional standards.

* Click on the link below to see a video on what it's like to work for the City of Oakland!
Working for the City of Oakland

Read the complete job description by clickinghere.

A few reasons you might love this job:

• High-Impact, Meaningful Work. You’ll directly support a department working to improve Oakland’s economy, business corridors and neighborhoods — real, visible outcomes that make a difference.
• Close Partnership with Leadership.You’ll work closely with the Department Director and senior management team, gaining experience in strategic decision-making and public-sector management — great exposure for career growth.
• Dynamic and Engaging Environment. The work will be varied — juggling projects, events, communications, and initiatives — no two days will feel the same, keeping things interesting and energizing.
• Opportunity to Improve Systems and Processes.You’ll have a real opportunity to make an impact behind the scenes by streamlining workflows, improving administrative systems, and enhancing internal communications — helping the EWDD run more efficiently and setting up structures that will benefit the team long-term.

A few challenges you might face in this job:

• Balancing a Fast-Paced and Varied Workload. You’ll support a wide range of projects, meetings, and communications in a dynamic environment. Success in this role will require strong organizational skills, attention to detail, and the ability to prioritize effectively under shifting demands.
• Engaging with a Diverse Range of Stakeholders. You will be interacting frequently with City leadership, community members, and external partners. A high level of professionalism, discretion, patience, and emotional intelligence will be important in navigating relationships and maintaining positive communications.
• Primarily In-Person Work Requirements. The position is primarily in office.
• Adapting to Changes in Priorities and Policy. As with any role in local government, priorities can shift quickly in response to new policies, urgent issues, or leadership decisions. You will need to remain flexible and adaptable when handling these changes, ensuring that projects continue to move forward despite evolving circumstances.

Competencies Required:

• Attention to Detail: Focusing on the details of work content, work steps, and final work products
• Business Process Analysis:Defining, assessing, and improving operational
• Critical Thinking: Analytically and logically evaluating information, propositions, and claims
• Informing: Proactively obtaining and sharing information processes and workflow
• Managing Organizational Complexity: Maneuvering through complex political situations and functions within the organization
• Professional Integrity & Ethics:Displaying honesty, adherence to principles, and personal accountability
• Using Technology:Working with electronic hardware and software applications
• Writing:Communicating effectively in writing

The following qualifications are guidelines, as the appointing authority has broad discretion in filling positions in this classification

Education:

An Associate's Degree in a related field. Bachelor's degree is desirable.

Experience:

Two years of progressively responsible experience in a position comparable to Administrative Assistant II level position in the City of Oakland, or five years of increasingly responsible experience providing administrative and clerical support to an executive management level position or elected official.

Desirable Qualifications:
Knowledge and experience in municipal government.The Recruitment Process:

This is an at-will position, exempt from the provisions of the City of Oakland Civil Service Rules, per Charter Section 902. All applications received will be forwarded to the Economic and Workforce Development Department for further consideration.

Meeting the minimum qualification requirements may not result in further consideration, only the most qualified candidates will be contacted for interviews.

This position is primarily in-person. The standard work schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., to support and align with the Department Director’s schedule.

Following successful completion of the six-month probationary period, and subject to operational needs and a signed telecommute agreement, the Executive Assistant may be eligible to work remotely one day per week, in alignment with the City Administrator’s policy. Remote work flexibility is contingent on departmental needs and the requirement to be physically present for meetings, events, or other business needs as determined by the Director.

What’s in it for you?

• Work Life Balance: 37.5 hour work weeks
• 15 paid holidays
• Vacation: 2 weeks per year minimum with the ability to accrue more depending on public sector years of service
• Retirement:CalPERS (California Public Employees’ Retirement System) with a pension formula of 2.5% @ 55 (for Classic CalPERS members) and 2% @ 62 for new CalPERS members. Classic Employees contribute 8% of pre-tax wages. The City of Oakland does not participate in Social Security
• Health: The City of Oakland pays the full cost of employee and eligible dependent coverage at the Kaiser rate. Other plans include Anthem, Blue Shield, United Health Care, and other HMO and PPO plans
• Dental:Delta Dental full premium for employees and eligible dependents
• Vision: VSP full premium for employees and eligible dependents
• Sick leave:Employees accrue 12 days per year
• Deferred Compensation:457(b) pre-tax plan and an after-tax ROTH 401(k)plan
• Other benefits include a Flexible Spending Account, Wellness Program, Employee Assistance Program, Life Insurance, Tuition Reimbursement, Employee Training, & Telecommuting.

Applicants are required to submit criminal history information upon request after receiving a conditional offer of employment. If the requested information is not furnished in a timely manner, applicants will not qualify for further consideration and will be removed from the eligible list.

Disaster Service Workers

All employees are designated Disaster Service Workers through state and local law. Employees are required to complete all Disaster Service Worker-related training as assigned and to return to work as ordered in the event of an emergency.

How to Apply

Apply prior to the closing time of the job announcement and allow at least two to three hours to submit your application if you are a new user of the system. APPLICATIONS ARE ACCEPTED ONLINE ONLY. You may apply and view current openings by visiting our employment opportunities webpage at:

http://agency.governmentjobs.com/oaklandca/default.cfm.

If you do not have access to a computer, there are computer stations available at any City of Oakland Public Library. There are also workstations at the Human Resources Management Department, 150 Frank H. Ogawa Plaza, 2nd Floor, Oakland, CA 94612. Workstations are available during regular business hours (normally 10:00 a.m. to 4:00 p.m.).

Our online application system is provided by GovernmentJobs. If you have problems while applying online, please contact GovernmentJobs Live Applicant Support at [phone] between 6:00 AM and 5:00 PM Pacific Time, Monday - Friday. You may also call the City of Oakland Human Resources Management Department during regular business hours at [phone] for information; however, we are unable to provide technical support for the online application system. For recruitment-specific questions, please contact Paul Priaulx, Management Assistant at [e-mail] .