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

The City of Oakland is an equalopportunity 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 citys 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 Oaklands Economic and Workforce Development Department

The City of Oaklands 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 highlevel 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 highperforming missiondriven team helping to shape projects and initiatives that make a real difference in peoples lives and youll help keep the EWDD moving forward every day.

If you thrive in a fastpaced environment enjoy managing complex schedules and communications and want to contribute meaningfully to Oaklands future we encourage you to apply.

• 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.
• Techsavvy and processoriented. 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.

• Providing HighLevel 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 Directors 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 followup recordsboth digital and physicalare properly organized easily accessible and compliant with policies and procedures.
• Addressing Public Records Requests.You will be working with the City Attorneys Office to process public records requests.
• Supporting Departments Short and LongTerm Goals. You will be assisting in tracking short and longterm 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 departments professional standards.

Education:

The Recruitment Process:

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.).