Job Description
Join our dynamic team at Oakland Municipal Services as a key Administrative Assistant and become the backbone of our operations! We're seeking a highly organized professional to support our Oakland-based office with exceptional administrative excellence. This role offers competitive compensation, comprehensive benefits, and the opportunity to thrive in a mission-driven environment dedicated to serving our vibrant community.
As an integral member of our office support team, you'll handle critical daily operations while contributing to Oakland's civic initiatives. We value proactive problem-solvers who excel in fast-paced settings and embody our commitment to efficiency and community service.
Responsibilities
- Manage executive calendars, coordinate complex meetings, and arrange travel logistics for department leadership
- Process incoming communications, prioritize correspondence, and serve as primary liaison for internal/external stakeholders
- Prepare, edit, and distribute confidential documents, reports, and presentations using Microsoft Office Suite
- Oversee office supply inventory, equipment maintenance, and vendor relationships for seamless operations
- Coordinate cross-departmental projects, track deadlines, and maintain detailed progress documentation
- Manage digital filing systems and ensure compliance with record retention policies
- Assist with new employee onboarding and provide administrative support during city events
Qualifications
- Associate's degree or equivalent administrative certification (Bachelor's preferred)
- Minimum 3 years progressive experience in administrative support roles
- Expert proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace
- Exceptional organizational skills with demonstrated ability to manage competing priorities
- Strong written/verbal communication skills with professional phone etiquette
- Experience handling confidential information with discretion and integrity
- Ability to navigate complex organizational structures and maintain stakeholder relationships
- Valid California driver's license for occasional department errands