Job Description and Duties We are advertising this position as until filled. We will review applications on the 10th of each month. Under 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. You will find additional information about the job in the Duty Statement. Working Conditions This position may be eligible for a telework opportunity in accordance with departmental policies and operational needs. Employees are currently required to work in-person at least four (4) days per week in alignment with Executive Order N-22-25. Additional in-office days may be required based on operational needs. Minimum Requirements You will find the Minimum Requirements in the Class Specification.
- EXECUTIVE ASSISTANT Additional Documents
- Job Application Package Checklist
- Duty Statement Department Information The California Government Operations Agency (GovOPS) is responsible for administering state operations including procurement, information technology, and human resources. The mission of GovOps is to improve management and accountability of government programs, increase efficiency, and promote better and more coordinated operational decisions. Please note, CalHR provides contracted Human Resources services for California Government Operations Agency (GovOPS) and is not an E-Verified employer.
Department Website:
https://www.govops.ca.gov/ Special Requirements All 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.
- Describe your experience managing complex calendars and coordinating travel or events for executive-level leadership. How did you ensure accuracy and prioritize competing demands?
- Explain your experience drafting, reviewing, and editing correspondence or reports for senior leadership. How did you maintain confidentiality and ensure clarity in communication?
- Provide an example of how you handled administrative operations such as processing invoices, travel claims, or purchase requests using state systems (e.g., Fi$Cal). How did you ensure compliance and timeliness? Note: Applicants who do not follow these instructions may be disqualified from the selection process. Cover letters and resumes do not take the place of the SOQ. For helpful guidance on writing an effective SOQ, please see our Work4CA guide. Desirable Qualifications In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:
- Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines
- Experience providing executive-level administrative support, including complex calendaring, travel coordination, and meeting logistics
- Excellent written and verbal communication skills, demonstrated through drafting and editing correspondence, reports, and briefing materials
- Proficiency in Microsoft Office Suite and state administrative systems, including Fi$Cal for fiscal transactions
- Ability to maintain confidentiality and exercise discretion when handling sensitive information
- Experience coordinating meetings and events, including agenda development, materials preparation, and follow-up actions
- Attention to detail and accuracy in all work products, including fiscal and administrative tasks
- Ability to adapt to changing priorities and work collaboratively in a fast-paced environment.
Benefits
Benefit information can be found on the CalHR website and the CalPERS website. Additional Application Information Using the online application system as specified in the announcement is the preferred method for applying for civil service job opportunities; however, applicants may instead apply by way of U.S. mail, parcel delivery or courier service, or in person, as set forth in this announcement.
- Electronic Submission: Application and any required applicable documents may be submitted electronically through CalCareers account. The application packages must be received electronically by 11:59 p.m. on the final filing date as stated on the job vacancy announcement.
- U.S Postal Service Mail: Application and any applicable required documents may be submitted by mail. The envelope must be postmarked before or on the final filing date as stated on the job vacancy announcement. Do not include confidential information such as social security numbers, date of birth, marital status, equal employment opportunity data, examination scores, and LEAP information. Per CCR 249.3 we may fill additional positions from this recruitment. Examination Information Take the online Executive Assistant Exam to become list eligible for this position. 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.
