EXECUTIVE ASSISTANT

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. 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. 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$Cal). How did you ensure compliance and timeliness? Note: Applicants who do not follow these instructions may be disqualified from the selection process. Cover letters and resumes do not take the place of the SOQ. For helpful guidance on writing an effective SOQ, please see our Work4CA guide. Desirable Qualifications In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate: • Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines • Experience providing executive-level administrative support, including complex calendaring, travel coordination, and meeting logistics • Excellent written and verbal communication skills, demonstrated through drafting and editing correspondence, reports, and briefing materials • Proficiency in Microsoft Office Suite and state administrative systems, including Fi$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.