Job Posting: Executive Assistant - Hybrid

California Department of Aging

JC-489851
-
Executive Assistant - Hybrid
EXECUTIVE ASSISTANT

$4,733.00 - $5,923.00 per Month
New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.

Final Filing Date: 9/12/2025

Job Description and Duties

Effective July 1, 2025, The California Department of Human Resources (CalHR) implemented the Personal Leave Program 2025 (PLP 2025). PLP 2025 directs that each employee shall receive a 3 percent reduction in pay in exchange for 5 hours PLP 2025 leave credits, monthly. The salary range(s) included in the job advertisement do not reflect the 3 percent reduction in pay.


Do you want to work for a small and dynamic agency that is helping administer programs that serve older adults, adults with disabilities, family caregivers, and residents in long-term care facilities throughout the State? Our team is seeking an enthusiastic and motivated individual to join our team. If you are interested in a challenging opportunity in a high-energy, team-oriented environment, you are encouraged to apply.

 

Under the direction the California Department of Aging (CDA) Director, the Executive Assistant (EA) is responsible for providing executive level administrative support. Key functions include heavy calendaring; virtual, in-person and offsite meeting support; correspondence and material preparation; and ensuring compliance with state rules and requirements. The variety of difficult and complex functions performed by the EA requires a high-level of initiative, good judgment, independence of action, knowledge of departmental policies, confidentiality, verbal and written communication skills, and a thorough knowledge of appropriate administrative functions.

To be considered for this position you must provide a completed application, Statement of Qualifications (SOQ).

Due to the reporting structure of this position, it is entitled to a salary of 1.5 steps (7.625%) above the determined salary at the time of hire.  

Examination Information
Those interested in obtaining employment with the California Department of Aging must apply and compete through the State recruitment process (3 Steps To A State Job). Applicants who successfully pass the examination will be placed on an eligibility list used to recruit for positions.

To apply for the examination for this position, click on the link below to search for the examination and follow the “How to Apply” instructions in the examination announcement: CalCareers Exam/Assessment Search

If you already have list eligibility for this classification, you do not need to retake the examination, except when your list eligibility expires. For questions regarding the examination process and/or career opportunities with the California Department of Aging, please contact the Human Resources Branch at Careers@aging.ca.gov

You will find additional information about the job in the Duty Statement.

Working Conditions

The physical work location of the position is designated at the department's headquarters location, a three-story building and standard office modular workspace located in Natomas. The duties of the position require sitting for long periods of time while using a personal computer, reviewing documents, and attending meetings whether they are digital (i.e., Zoom, WebEx, MS Teams, etc.) or in person.

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

Additional Documents

Position Details

Job Code #:
JC-489851
Position #(s):
797-500-1728-001
Working Title:
Executive Assistant - Hybrid
Classification:
EXECUTIVE ASSISTANT
$4,733.00 - $5,923.00 A
New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.
# of Positions:
1
Work Location:
Sacramento County
Telework:
Hybrid
Job Type:
Permanent, Full Time

Department Information

The California Department of Aging (CDA) administers programs that serve older adults, adults with disabilities, family caregivers, and residents in long-term care facilities throughout the State. The Department administers funds allocated under the federal Older Americans Act, the Older Californians Act, and through the Medi-Cal program.

 

Recognizing that California’s over-65 population is projected to grow to 8.6 million by 2030, Governor Gavin Newsom issued Executive Order N-14-19 calling for the creation of a Master Plan for Aging to be developed by December - 2020. The Master Plan will serve as a blueprint that can be used by state government, local communities, private organizations, and philanthropy to build environments that promote healthy aging. CDA will play an integral part in the development and implementation of the Master Plan.

 

To learn more about CDA, visit:

https://www.aging.ca.gov/

 

To learn more about the Master Plan, visit:

https://mpa.aging.ca.gov/ 

To learn more about the Master Plan for Aging activities and status, visit:

https://www.engageca.org/

To learn more about the Master Plan and the Governor's Executive Order, visit:

https://www.chhs.ca.gov/home/master-plan-for-aging/

Special Requirements

Do NOT include ANY confidential information to your application on any documents you submit for a job vacancy, such as your State application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes, but is not limited to, your Social Security Number (SSN), birthdate, student identification number, driver's license number (unless required), basis of eligibility, examination results, Limited Examination and Appointment Program (LEAP) status, medical information, marital status, and age. Confidential information on the first page of the applications submitted electronically online, such as Easy ID number, SSN, examination related information, and driver's license number will automatically be redacted upon submission.

Possession of Minimum Qualifications will be verified prior to interview and/or appointment. If you are meeting Minimum Qualifications with education, you must include your unofficial transcripts/diploma for verification. Official transcripts may be required upon appointment. If it is determined a candidate does not meet the Minimum Qualifications, the candidate will be withheld from the eligibility list, rendering them inactive and ineligible to be hired for the position. Candidates who have been withheld may file and appeal with the State Personnel Board.

If you are using education to meet the minimum qualifications, please include a copy of your unofficial transcripts for verification. Foreign transcripts must be accompanied by an academic credential evaluation. Below is the link to a list of approved agencies.

Application Instructions

Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

Final Filing Date: 9/12/2025

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list or LEAP eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply.

Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

How To Apply

Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

California Department of Aging
Mail In Address
Attn: Human Resources Branch JC-489851
2880 Gateway Oaks Drive, Suite 330
Sacramento, CA 95833

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

California Department of Aging
Drop Off Address
Human Resources Branch JC-489851
2880 Gateway Oaks Drive
(Drop box located on 1st floor right side of elevator)
Sacramento, CA 95833
08:00 AM - 05:00 PM

Required Application Package Documents

The 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 optional. It may be included, but is not required.
  • Statement of Qualifications - A Statement of Qualification is REQUIRED and must be submitted with your Employment Application (STD. 678). Applications received without an appropriate Statement of Qualifications based on the instructions below will be rejected for being incomplete and will not be considered. Resumes, cover letters, and other documents will not be considered as a response to the Statement of Qualifications. Please refer to the "Statement of Qualifications Instructions" section below for specific requirements.
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 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:

  • Advanced knowledge of Microsoft Office applications, including but not limited to MS Word and Outlook, and intermediate knowledge of MS Excel and MS PowerPoint.
  • Knowledge of state clerical and administrative processes including state travel, purchasing, and style guidelines.
  • Excellent written and verbal communication skills.
  • Ability to establish and maintain rapport, and collaborative working relationships with highly engaged internal and external stakeholders including executive leaders and community interest groups.
  • Ability to maintain a high degree of confidentiality.
  • Ability to provide the highest level of customer service in all situations.
  • Demonstrated ability to handle multiple competing priorities simultaneously.
  • Capacity to perform at a high level under pressure while consistently meeting deadlines.
  • Ability to respond quickly and exercise good judgment in response to changes in priority or direction.
  • Ability to work independently and exercise initiative to complete priority projects and act on urgent issues.
  • Knowledge of state government functions, public sector management principles, control agencies, the state budget cycle, and the legislative process.

Benefits

In addition to competitive public employee wages and a comprehensive benefits package, our employees enjoy meaningful and interesting work that supports access to programs and services that serve older adults, adults with disabilities, family caregivers, and residents in long-term care facilities throughout California.

To learn more about benefits for State employees, visit the Benefit Summary page on the CalHR website.

 

CDA is located close to downtown and is easily accessible from various main thoroughfares (i.e., Interstate-5 and Interstate-80). Employees enjoy a great team environment with amenities including: FREE PARKING and close to various dining and shopping choices in the Natomas area.

Contact Information

The Human Resources Contact is available to answer questions regarding the position or application process.

Human Resources Contact:
Human Resources Branch
(916) 419-7525
Careers@aging.ca.gov

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.

EEO Contact:
EEO Officer
(916) 898-9480
eeo@aging.ca.gov
California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

Statement of Qualifications

The Statement of Qualifications’ (SOQ) purpose is to introduce questions that require a narrative response on how an applicant's education, experience, knowledge, skills, and abilities meet the qualifications for the position. The SOQ serves as a documentation of each candidate's ability to present information clearly and concisely in writing.

PLEASE NOTE: Resumes, letters, and other materials will not be evaluated or considered as responses to the Statement of Qualifications.

DISCLAIMER:

Applicants who fail to submit an SOQ as required may be screened out from the selection process.


INSTRUCTIONS:
• SOQ must include applicant’s full name (Last, First) in the top, right-hand, corner of each page
• Original SOQ questions must be included in the SOQ
• Question(s) must be answered in numerical order
• Font must be Arial twelve-point (12-point), no larger or smaller
• Not to exceed two (2) pages
• Single-sided and single-spaced


QUESTIONS:
1. Describe your education, training, and/or personal and professional experience relevant to the duties listed in the duty statement and desirable qualifications that qualify you for this position.

2. To be successful and effective Executive Assistant requires a high-level of organization and prioritization skills. Please describe your experience in organizing, prioritizing, and managing workloads and time-sensitive requests. Please be specific. Include information regarding the work habits, tools, and/or methods you found most effective and efficient while managing large amounts of work and contending priorities or deadlines.

3. Desbribe in detail your experience creating, reviewing, and proofreading written professional correspondence such as letters, memos (for internal and external stakeholders), legislative analysis, decision documents, white papers, and other professional documents.

Equal Opportunity Employer

The 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.

Application Methods:
Electronic (Using your CalCareer Account)
By Mail
Drop-off
Print Job