Executive Assistant To The City Clerk

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.

We are hiring an Executive Assistant to the City Clerk, a highly visible and impactful role at the heart of local government. In this position, you'll become a trusted partner to the City Clerk, providing executive-level support that keeps the city's legislative and administrative processes running smoothly. From managing critical communications and coordinating official agendas to supporting citywide initiatives and ensuring efficient workflows, your contributions will help uphold government integrity, accessibility, and resident participation. At the City of Oakland, public service is more than a jobit's a commitment to something bigger. As Executive Assistant to the City Clerk, you'll contribute directly to the democratic process and play a vital role in supporting open, efficient, and ethical governance. This role offers variety, visibility, and the chance to make a difference every single day. You'll join a collaborative, high-performing team dedicated to serving one of California's most diverse and vibrant communitieswith integrity, innovation, and pride. This isn't just administrative workit's a front-row seat to local democracy and an opportunity to support the systems that keep Oakland informed, engaged, and moving forward.

We are looking for someone who is:

• Highly Communicative & Organized: Demonstrates exceptional organizational and time/project management skills, with clear, professional, and timely communication across all levels of stakeholders.
• Discreet & Trustworthy: Exercises sound judgment and handles sensitive information with integrity and discretion, earning the confidence of colleagues, elected officials, and the public.
• Proactive & Self-Directed: Anticipates needs, takes initiative, and actively seeks opportunities to improve processes without waiting for direction.
• Solution-Oriented: Maintains focus on results, approaches challenges with creativity, and remains composed under pressure.
• Diplomatic & Emotionally Intelligent: Navigates complex dynamics and sensitive topics with professionalism, empathy, and tact.
• Committed to Service: Embodies a strong sense of public service and respect for the residents and institutions of Oakland.
• Adaptable & Resilient: Thrives in fast-paced, deadline-driven environments, adjusts smoothly to shifting priorities, and remains calm and productive under pressure.

What you will typically be responsible for:

• Providing direct executive-level administrative support to the Director, ensuring transparency in the city legislative process and adhering to mandated responsibilities.
• Maintaining the Director's calendar; schedules appointments, meetings, and other commitments; assists the City Clerk in managing their time effectively.
• Reviewing incoming and outgoing correspondence, reports, publications, and other materials for grammar, sentence structure, format, attachments, and compliance with applicable laws, rules, procedures, and directives of the Director.
• Screening telephone calls and visitors to the Office of the City Clerk for urgency and nature of business; refers calls not requiring the City Clerk's attention to appropriate staff/office or personally responds to inquiries.
• Making transportation, hotel, and business arrangements for the City Clerk; prepares and processes expense reimbursement claims.
• Preparing and process accounting, budgeting, and purchasing documents related to the operations of the Clerk's Office.
• Performing as the Department Heads liaison with departmental management, other city departments, and public officials.

A few reasons you might love this job:

• Be a Steward of Democracy: You will play a vital role in local democracy and have an opportunity to support the systems that keep Oakland informed, engaged, and moving forward.
• Serve the People of Oakland: You get to serve the public in a meaningful way; You'll directly contribute to a more informed and empowered community.
• Support Election Coordination: You will assist in the preparation and logistics that uphold election integrity and voter confidence.
• Work With Civic Leaders: You will work closely with Elected Officials. This position provides regular interaction with City councilmembers, the Mayor's office, and other executive leaders.
• Join a Mission-Driven Team: You will work with a collaborative, dedicated team of professionals who believe in the value of public service.

A few challenges you might face in this job:

• Navigating Political Sensitivities: The Executive Assistant must remain impartial, professional, and diplomatic, regardless of political pressures or public opinion.
• Adhering to Legal and Regulatory Requirements: You must comply with laws like the Brown Act, Public Records Act, and Political Reform Act.
• Adapting to Rapid Change: You must remain flexible, tech-savvy, and solution-oriented in an ever-evolving environment.

Competencies Required:

• Adaptability: Responding positively to change and modifying behavior as the situation requires.
• Building & Maintaining Relationships: Establishing rapport and maintaining mutually productive relationships.
• Critical Thinking: Analytically and logically evaluating information, propositions, and claims.
• Customer Focus: Attending to the needs and expectations of customers.
• Establishing Credibility: Doing what one commits to doing and respecting the confidentiality of information and concerns shared by others.
• Oral Communication: Engaging effectively in dialogue.
• Political & Organizational Savvy: Working skillfully with politics, procedures, and protocols across organizational levels and boundaries.
• Professional & Technical Expertise: Applying technical subject matter to the job.
• Professional Integrity & Ethics: Displaying honesty, adherence to principles, and personal accountability Working with electronic hardware and software applications.
• Writing: Communicating effectively in writing.

Minimum Requirements for Application

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.

License or Certificate / Other Requirements:

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 in a timely manner 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.

DESIRABLE QUALIFICATIONS:

• Prior experience supporting executive-level leadership in a public agency, legal office, or governmental setting.
• Ability to communicate professionally in a multilingual or multicultural environment, both orally and in writing with the public, customers, and other city employees.
• Strong interest in government, public policy, or legal administration.
• Notary Public commission preferred.