Salary : $87,346.68 - $107,246.64 Annually
Location : Oakland, CA
Job Type: Full Time Exempt from Civil Service
Job Number: 26-SS124-09
Department: Planning & Building Department
Opening Date: 09/25/2026
Closing Date: 10/8/2026 11:59 PM Pacific
FLSA: Exempt
Bargaining Unit: UM1
The Position What you will typically be responsible for:- Managing the executive's calendar, appointments, meetings, priorities, and day-to-day administrative needs.
- Coordinating complex schedules, resolving conflicts, prioritizing competing requests, and ensuring the executive is prepared for upcoming commitments.
- Scheduling meetings, developing agendas, preparing materials, coordinating participants, taking or distributing notes, and tracking follow-up items.
- Organizing sensitive documents, reports, records, and correspondence while ensuring information is accessible and appropriately handled.
- Handling personnel, operational, financial, legal, and other sensitive information with a high degree of confidentiality and sound judgment.
- Drafting, proofreading, formatting, and coordinating reports, memoranda, presentations, correspondence, and other executive-level materials.
- Monitoring outstanding matters and ensuring commitments made by the executive or assigned to staff are followed through, including timely responses to requests from the executive or customers.
- Managing the department's council agenda process.
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Click on the link below to see what it's like to work for the City of Oakland!
A few reasons you might love this job:- The role offers variety, bringing new priorities, challenges, people, and projects that keep the work engaging.
- The position provides opportunities to work with leadership, staff, other departments, external partners, and community stakeholders.
- You play a critical role in turning priorities into action by coordinating people, information, deadlines, and resources.
A few challenges you might face in this job:- Priorities can shift quickly, requiring flexibility and the ability to adapt without losing track of important deadlines.
- Meetings, deadlines, unexpected issues, and last-minute changes can create a fast-paced environment where staying calm is essential.
- Balancing multiple urgent requests while determining what requires immediate attention and what can wait.
Competencies Required:- Informing: Proactively obtaining and sharing information.
- Leading Cross-Functional Collaboration: Demonstrating cooperation and teamwork while working within and across divisions, functions, or teams.
- Listening: Fully comprehending spoken communication.
- Oral Communication: Engaging effectively in dialogue.
- Political & Organization Savvy: Working skillfully with politics, procedures, and protocols across organizational levels and boundaries.
- Professional & Technical Expertise: Applying technical subject matter to the job.
- Project Management: Ensuring that projects are on-time, on-budget, and achieve their objectives.
- Strategic Thinking & Perspective: Evaluating immediate actions in context of achieving long range objects.
- Writing: Communicating effectively in writing.
Minimum Requirements for Application Any combination of education and experience that is equivalent to the following minimum qualifications may be acceptable:
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:- Bachelor's degree
- Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and document management systems.
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.
Supplemental Information 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 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:
01
Do you confirm that the address on your application matches your current residency?
02
Are you a current full-time, permanent, part-time, or part-time City or Port of Oakland employee?
03
If you are a current City or Port of Oakland employee, what is your job title and employee ID number? If you are not a City or Port employee, type "N/A."
04
Have you previously been employed by the City of Oakland?
05
If you have previously been employed by the City of Oakland, please enter the dates and titles of the jobs you previously held at the City of Oakland below.If not applicable, type "N/A."
06
If you have previously been employed by the City of Oakland, please enter any other name(s) used below. If not applicable, type "N/A."If not applicable, type "N/A"
07
What is the highest level of education that you have completed?
- High School graduate, diploma or equivalent (GED)
- Some college credits, no degree
- Associate's degree
- Bachelor's degree
- Master's degree
- Doctorate degree
- Other
08
If you indicated your highest educational achievement is "Some college credits," how many units of college level coursework have you completed?
- 1-14 semester / 1-21 quarter units / or equivalent
- 15-29 semester / 22-44 quarter units / or equivalent
- 30-59 semester / 45-89 quarter units / or equivalent
- 60-89 semester / 90-134 quarter units / or equivalent
- 90+ semester / 135+ q
