Executive Assistant

This position provides hybrid telework opportunities, with employees required to work in-person at least two days per week. This is subject to change based on operational needs.Please note, CalHR is not an E-Verified employer. This position may be located in either Los Angeles, Oakland, or Sacramento. Job Description and DutiesUnder the direction of the Supervisor I and Director of CalOCR, the Executive Assistant (EA) provides excellent administrative support, preempting needs and requirements through advanced administrative duties. This includes complex calendaring, travel coordination, communication with internal and external stakeholders. The EA may coordinate meetings and communications involving LEAs, state agencies, community organizations, advocacy groups, and other education and civil rights stakeholders. The EA maintains and updates databases, case management systems, contact lists, and other tracking systems used to support CalOCR’s work. The EA may also assist with tracking significant office initiatives, reporting requirements, CalOCR’s technical assistance activities, and other priority matters to ensure timely follow-through and appropriate coordination among CalOCR staff. The EA drafts, reviews, and edits correspondence, reports, presentations, and briefing documents on behalf of the Director. The EA ensures smooth office operations, maintains confidentiality, and supports the mission and strategic objectives of CalOCR. We are advertising this position as until filled. We will review applications on the 10th of each month. You will find additional information about the job in the Duty Statement. Minimum RequirementsYou will find the Minimum Requirements in the Class Specification.EXECUTIVE ASSISTANT Classification:EXECUTIVE ASSISTANT $4,733.00 - $6,102.00/monthNew to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable. Special RequirementsAll interested applicants are required to submit a Statement of Qualifications (SOQ). Please provide direct responses to each of the numbered items listed below. Applicants must number and include the full text of the SOQ items in their response. Please include specific examples of your education, training, and/or experience. SOQs should be limited to a maximum of two (2) pages, single-spaced, twelve-point Arial font. 1. Describe your experience managing complex calendars and coordinating travel or events for executive-level leadership. How did you ensure accuracy and prioritize competing demands? 2. Explain your experience drafting, reviewing, and editing correspondence or reports for senior leadership. How did you maintain confidentiality and ensure clarity in communication? 3. Provide an example of how you handled administrative operations such as processing invoices, travel claims, or purchase requests using state systems (e.g., Fi$Cal). How did you ensure compliance and timeliness? Note: Applicants who do not follow these instructions may be disqualified from the selection process. Cover letters and resumes do not take the place of the SOQ. For helpful guidance on writing an effective SOQ, please see our Work4CA guide. Required Application Package DocumentsThe following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.Resume is required and must be included.A Statement of Qualifications (SOQ) is required and must be included. Please see the Special Requirements section for instructions. Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting. Desirable QualificationsIn addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:Strong organizational and time management skills, with the ability to manage multiple priorities and deadlinesExperience providing executive-level administrative support, including complex calendaring, travel coordination, and meeting logisticsExcellent written and verbal communication skills, demonstrated through drafting and editing correspondence, reports, and briefing materialsProficiency in Microsoft Office Suite and state administrative systems, including Fi$Cal for fiscal transactionsAbility to maintain confidentiality and exercise discretion when handling sensitive informationExperience coordinating meetings and events, including agenda development, materials preparation, and follow-up actionsAttention to detail and accuracy in all work products, including fiscal and administrative tasksAbility to adapt to changing priorities and work collaboratively in a fast-paced environment. Steps for how to apply = (Please email CalHR's recruiters when you have applied, CalHRTalentEngagement@calhr.ca.gov)- For more details of the job responsibilities (Duty Statement,) the minimum requirements, comp/benefits, and more click on the job posting link: https://calcareers.ca.gov/CalHrPublic/Jobs/JobPosting.aspx?JobControlId=529740- You will need to take the Executive Assistant exam if you have not already --> These questions relate to your experience and are used to determine the appropriate job classification based on your background/experience.https://calcareers.ca.gov/CalHrPublic/Exams/ExamBulletin.aspx?ExamControlId=3926PLEASE view the details of the “Examination Information” AND the “Training and Experience Examination Preview” in the exam link. This information will help you with the exam.Click 'Apply' --> Login or create a CalCareers account if you do not have one already. Then click 'Continue' for the exam.The Limited Examination and Appointment Program (LEAP) is an optional pathway to state civil service for people with disabilities. Visit the CalHR LEAP page for additional information.- Once you have taken the exam, go back to the job posting if you are not guided there: https://calcareers.ca.gov/CalHrPublic/Jobs/JobPosting.aspx?JobControlId=529740 and click Apply --> "I have eligibility' and complete your application. Make sure your application (not your resume) shows how your experiences aligns with the duty statement and meets the minimum qualifications.- Attach your resume AND response to the SOQs.--> Not attaching these will prevent you from moving forward in the hiring process. A couple tips to share for the exam and Statement of Qualifications:- The Statement of Qualifications are like interview questions that you answer in writing. We do recommend using word.doc for your responses and keep to the requirements if it says two pages for example and the specific font of Arial 12 font. Take your time to think about your response in answering the questions. Also check spelling. Please do look at the duty statement from the job posting and match to your experience to answer the questions. Here is a link to more tips: https://www.calhr.ca.gov/Documents/FINAL%20-%20Candidate%20SOQ%20Guidance%201.pdf- For the ‘exam,’ the exams are questions around your experience. Include all your experience from every job to volunteer work, internships, leading groups and/or projects, and more. Don’t sell yourself short. Before you start the exam, review the sample questions in the exam bulletin. This gives you a sense of what we’ll ask you. Have your resume handy. You’ll need it during the exam. Equal Opportunity EmployerThe State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.