Strategic Executive Assistant to City Leadership

City of Oakland; Oakland (CA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Work-life balance

Paid holidays

Vacation accrual

CalPERS retirement

Health insurance

Dental coverage

Vision coverage

Sick leave

Tuition reimbursement

Telecommuting

Job summary

The City of Oakland's Planning & Building Department seeks an Executive Assistant to act as a trusted partner to department leadership, manage the executive’s calendar, coordinate priorities, and ensure critical work is carried out efficiently.

You will interact with Leadership, other City departments, elected officials, and community partners, handling sensitive information with discretion and contributing to departmental success while growing professionally.

Qualifications

• Associate's degree in a related field; a bachelor's degree is desirable.
• Two years of progressively responsible administrative experience; five years at executive level is preferred.
• Strong proficiency with Microsoft Office and calendar management.

Responsibilities

• Managing the executive’s calendar, appointments, meetings, priorities, and day-to-day administrative needs.
• Coordinating complex schedules, resolving conflicts, and preparing for upcoming commitments.
• Scheduling meetings, developing agendas, preparing materials, taking notes, and tracking follow-up items.
• Organizing sensitive documents and correspondence with strict confidentiality.
• Drafting and coordinating executive reports, memoranda, and presentations.
• Monitoring outstanding matters and ensuring timely follow-through by staff.
• Managing the department’s council agenda process.

Skills

Attentive

Adaptable

Reliable

Organized

Proactive

Knowledgeable

Confidentiality-focused

Self-directed

Education

Associate's degree

Bachelor's degree desirable

Tools

Microsoft Office

Outlook

Excel

Word

PowerPoint

Teams

Document management systems

Job description

The City of Oakland's Planning & Building Department seeks an Executive Assistant to act as a trusted partner to department leadership, manage the executive’s calendar, coordinate priorities, and ensure critical work is carried out efficiently.

You will interact with Leadership, other City departments, elected officials, and community partners, handling sensitive information with discretion and contributing to departmental success while growing professionally.