Executive Assistant

Executive Assistant

The Superior Court of California, County of Alameda is accepting applications for the position of Executive Assistant. Under general supervision, to provide a variety of complex, confidential, and highly responsible analytical and support services for the Executive Officer and Presiding Judge or their designees; and to perform other related duties as assigned. The Executive Assistant must be willing to travel and work throughout the Court locations within Superior Court of California, County of Alameda, and to the work sites of Court partners or Court functions, as well as occasionally work outside of normal business hours.

Distinguishing Features:
This position reports directly to the Presiding Judge, Executive Officer or their designees. It is distinguished from other administrative, secretarial, and analyst classes because of the special, highly confidential assistant relationship to the top executives of the Court and by the combination of the complex and independent analytical, administrative and secretarial support responsibilities.

1. Organizes, coordinates, and schedules meetings, conferences, special events and appearances for judges; prepares agendas and materials; takes, edits and distributes minutes.

2. Coordinates and prepares judicial coverage schedule; develops and maintains database records; contacts and notifies judicial officers of coverage assignments.

3. Researches, analyzes, and recommends rules, procedures, and policies; summarizes documents; prepares statistical analyses, reports, and spreadsheets; writes and edits reports of findings.

4. Participates in the development of new or revised programs, systems, procedures and methods of operation; prepares analyses and monitors the effectiveness and results of new initiatives.

5. Plans, organizes and conducts administrative studies and operational research, including court improvement projects.

6. Researches and answers requests for a variety of information; handles complaints regarding judicial officers, court staff, and operations; answers press inquiries; prepares press releases.

7. Screens phone calls to the Executive Officer and Executive Office, personally handling most matters not requiring policy decisions of superiors; sorts, screens, prioritizes and routes mail; composes and prepares responses.

8. Sets up and maintains files for Presiding Judge, Executive Officer and Executive Office; prepares a variety of documents; makes travel arrangements; maintains trust funds; arranges speaking engagements; designs and prepares forms, flyers, invitations, and other documents.

9. Coordinates and participates in special projects and committees at request of the Presiding Judge, Executive Officer or their designees.

10. Routinely works with sensitive and confidential materials.

11. Performs other related duties as assigned.

Experience:

(May meet one of the following three options)

Option I The equivalent to four years of full-time clerical, administrative, analytical, supervisory or legal support experience that included heavy interaction with the public, preferably in a Court or law-related environment.

Or Option II Possession of an associate's degree from an accredited college or university in a related field.

And The equivalent to three years of full-time clerical, administrative, analytical, supervisory or legal support experience that included heavy interaction with the public.

Or Option III Possession of a bachelor's degree from an accredited college or university in a related field.

And The equivalent to one year of full-time clerical, administrative, analytical, supervisory or legal support experience that included heavy interaction with the public.

Desired Qualifications Proficiency with Microsoft Office software programs, including Word, Excel, Visio, PowerPoint and Outlook. Knowledge of research methodology; report writing; administrative and statistical analysis; office and administrative practices and procedures, including records and database management; strong interpersonal and communication skills; organization and function of the California trial court system.

The hiring process will include the following components:

• An initial screening of all application materials received including a completed application and supplemental questionnaire. A resume does not substitute for completing the application. An incomplete or partial application or supplemental questionnaire will result in disqualification.
• A review of the completed application and supplemental questionnaire to select the best-qualified candidates for the oral panel interview process.
• An oral interview that will be weighted as 100% of the candidate's final score. The oral interview may contain situational exercises.

The Court reserves the right to change the components of the examination process and may limit the number of candidates invited to the oral interview process to include only the best-qualified candidates…