Executive Assistant to the Director (Exempt)

City-of-Oakland,-Ca; Oakland (CA); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

37.5 hr week

Paid holidays

CalPERS retirement

Full health coverage

Dental & Vision

Vacation 2 weeks

Job summary

The City of Oakland is seeking an Executive Assistant to the Director to support the Chief of Police and the Executive Team. This role will manage complex schedules, confidential materials, and high-priority communications while coordinating across the Department, City officials, and community partners.

Ideal candidates have strong organizational skills, discretion, and experience supporting senior leaders in a public-sector environment.

Qualifications

• Associate’s degree in a related field; bachelor’s degree desirable.
• Two years of progressively responsible experience supporting an executive management level position or five years in a similar role.
• Experience supporting a Chief Executive, Police Chief, or senior official in a public-sector environment.
• Advanced proficiency with Microsoft 365 tools and related software.

Responsibilities

• Provide high-level executive support to the Chief of Police.
• Manage the Chief’s schedule, meetings, and correspondence with timely follow-up.
• Coordinate communication among Department leadership, City officials, employees, stakeholders, and partner agencies.
• Track assignments, prepare meeting materials, and document action items.
• Coordinate special projects and events and support overall office operations.

Skills

Adaptable

Collaborative

Communicative

Discreet

Organized

Proactive

Education

Associate degree

Bachelor's degree desirable

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

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 establish an environment that embraces the richness of culture, community, and individualism of employees.

Why join the City of Oakland's Police Department?

Join the Oakland Police Department (OPD) and become part of a dedicated team committed to enhancing public safety, strengthening community trust, and delivering professional, equitable, and responsive service to the residents of Oakland. OPD is a dynamic organization made up of sworn and professional staff who work collaboratively across the Department and with City partners, community organizations, and residents to address complex public safety challenges and improve quality of life. The Executive Assistant to the Director will serve in a highly visible and integral role supporting the Chief of Police and Executive Team, working at the center of departmental operations and helping ensure that key priorities, initiatives, and commitments move forward effectively.

This position offers a unique opportunity to contribute directly to the leadership and continued advancement of one of the Bay Area’s largest and most complex police departments. The successful candidate will support the Chief in managing a fast-paced executive environment, coordinating critical information and activities, facilitating communication across the organization, and contributing to initiatives focused on public safety, community engagement, organizational excellence, accountability, and workforce development. For a highly organized, collaborative, and service-minded professional, this is an opportunity to make a meaningful impact while working alongside leaders and employees who are committed to serving Oakland and helping shape the Department’s future.

We are looking for someone who is:

• Adaptable. You respond effectively to changing priorities and remain composed and professional in a fast-paced environment.
• Collaborative. You build positive working relationships and are committed to supporting the Chief, the Department, and the Oakland community.
• Communicative. You communicate clearly and professionally with executives, staff, elected officials, community members, and external partners.
• Discreet. You demonstrate sound judgment, integrity, and professionalism when handling confidential and sensitive information.
• Organized. You effectively manage competing priorities, complex schedules, and deadlines while maintaining accuracy and strong attention to detail.
• Proactive. You anticipate needs, identify potential challenges, and take initiative to develop solutions and move work forward.

What you will typically be responsible for:

• Providing high-level executive support to the Chief of Police by managing complex and confidential administrative, operational, and organizational matters.
• Managing and coordinating the Chief’s schedule, meetings, correspondence, and executive commitments while ensuring priorities are organized and critical matters receive timely attention and follow-through.
• Serving as a key liaison for the Office of the Chief of Police by coordinating communication and information among Department leadership, City officials, employees, community stakeholders, partner agencies, and other internal and external contacts.
• Supporting key Department priorities by tracking assignments and deliverables, preparing meeting materials, documenting action items, and ensuring timely follow-up across the organization.
• Anticipating the needs of the Chief and Executive Team by responding to emerging and time-sensitive matters, coordinating special projects and events, and supporting effective office operations.

A few reasons you might love this job:

• Your work directly supports the Chief of Police and the Department’s efforts to enhance public safety and serve the Oakland community.
• The position provides opportunities to work closely with the Chief of Police and Executive Team on departmental priorities, decisions, and initiatives.
• The role offers variety in a fast-paced environment where you can anticipate needs, solve problems, and support changing priorities.
• You will collaborate with Department leaders, City officials, employees, community partners, and other stakeholders while building meaningful professional relationships.
• You will join a diverse team of dedicated public servants committed to strengthening the Department and making a positive impact on the Oakland community.

A few challenges you might face in this job:

• You will manage competing and shifting priorities in a fast-paced executive environment where urgent matters may arise with little notice.
• You will handle sensitive and confidential information requiring sound judgment, discretion, professionalism, and strong attention to detail.
• You will navigate a complex and highly visible environment while working with Department leadership, City officials, partner agencies, and community stakeholders.

Competencies Required:

• Attention to Detail:Focusing on the details of work content, work steps, and final work products.
• Building & Maintaining Relationships:Establishing rapport and maintaining mutually productive relationships.
• Customer Focus:Attending to the needs and expectations of customers.
• Handling Stress:Maintaining emotional stability and self-control under pressure, challenge, or adversity.
• Interpersonal Savvy:Considering and responding appropriately to the needs and feelings of others in different situations.
• Listening:Fully comprehending spoken communication.
• Oral Communication:Engaging effectively in dialogue.

Political & Organizational Savvy:Working skillfully with politics, procedures, and protocols across organizational levels and boundaries.

Professional Integrity & Ethics:Displaying honesty, adherence to principles, and personal accountability.

Education

An associate's degree in a related field. A bachelor's degree is desirable.

Experience

Two years of progressively responsible experience in a position comparable to an 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

• Experience supporting a Chief Executive, Police Chief, elected official, or other senior executive in a complex public-sector or large organizational environment.
• Experience working in a law enforcement, public safety, or similarly high-visibility environment, with an understanding of the importance of confidentiality, discretion, and professional judgment.
• Advanced proficiency with Microsoft 365, particularly Outlook, Word, Excel, PowerPoint, Teams, and related tools used to manage executive operations and prepare professional work products.
• Experience coordinating executive-level meetings, special events, and projects, and documenting and tracking follow-up actions.
• Experience managing sensitive communications and high-priority matters, including the ability to interact professionally with public officials, community members, employees, partner agencies, and members of the public.

License or Certificate

Successful incumbents in this position are expected to operate automotive vehicles in the performance of assigned duties. Due to the nature of the assignment and the hours worked, public transportation may not be a cost-effective or efficient method for traveling to the various locations required. Individuals who are appointed to this position will be required to maintain a valid California driver's license throughout the tenure of employment OR demonstrate the ability to travel to various locations on time as required in the performance of duties.

Other Requirements

This classification is exempt from overtime compensation per the Fair Labor Standards Act (FLSA) Administrative exemption criteria.

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 Planning and Building Department (PBD) for further consideration. Meeting the minimum qualification requirements may not result in further consideration; only the most qualified candidates will be contacted for interviews.

What's in it for you?

• Work/Life Balance:37.5 hour works
• 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.

Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found here:

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 Worker

All employees are designated Disaster Service Workers through the 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.