Job Description

The Executive Assistant provides proactive support by independently handling critical administrative tasks to contribute to the overall successful day to day operations of the department. This position requires a genuine passion for providing high quality support with a “no task too big or too small” approach. With superior judgement to make high quality decisions, this individual is forward thinking, takes initiative and delivers results with poise and professionalism while working closely with the Leadership team, team members, as well as external partners. Success in this role requires the drive to get to know the department you support as well as skills at forging relationships with stakeholders to achieve results quickly and effectively.

Under general supervision, the Executive Assistant will support the Department Head and Chief Information Officer, and the Chief of Staff in carrying out administration, projects and tasks to achieve the Department's goals. They will manage the Department Head's calendar as per City policy and guidance, schedule, meetings, performs difficult and complex professional level administrative and/or management duties in a variety of functional areas, such as: office/operations management; budget development, administration and fiscal reporting; development and administration of contractual agreements, evaluation and development of management policies and procedures; management of department specific programs and functions.

Position Responsibilities

In this role, you will report to the Department Head and Chief Information Officer and the Chief of Staff. You will provide general support and guidance in the following areas:

• Manage and organizes complex and demanding calendars by actively responding to meeting requests, coordinating with other Executive or their Executive Assistants involved in senior level meetings to achieve alignment of complex leadership schedules, and promptly engaging with the CIO when questions arise that require their input.
• Coordinate logistics for a variety of meetings, including securing meeting space, arranging catering, and communicating with attendees.
• Compile special reports, organizes data and create presentations as needed.
• Maintain an efficient workflow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities.
• Represent the CIO and the department at all times with poised and highly professional written and verbal communication, both internally and externally.
• Manage domestic travel as needed
• Partner with other team members to provide additional support as needed
• Ensure compliance with established departmental policies, procedures and goals, as well as legal requirements and regulatory mandates.
• Foster cooperation and teamwork amongst staff
• Coordinates work and/or planning functions with other offices, programs, agencies, contractors, departments and to meet established goals and objectives
• Establish positive working relationships with DT Leadership, Mayor's Office, Board of Supervisors, Department Heads, Vendors, Government officials, foreign delegations, and staff
• Other duties as required

Job Type:

This Permanent Exempt - Full Time position is excluded by the Charter from the competitive civil service examination process and shall serve at the discretion of the appointment officer. It will not result in an eligible list or permanent civil service hiring.

Nature of Work:

Incumbent must be willing to work a 40-hour week as determined by the department. Travel within San Francisco may be required.

The incumbent must be a resident of the State of California or be willing to relocate within 4 weeks of beginning employment with the City and County of San Francisco.

The City and County of San Francisco does not sponsor visas. If you have an F1 student visa, the City will not sponsor the “optional practical training” requirement. All applicants must be able to demonstrate that they are legally able to work in the United States without visa sponsorship by the employer.

Work Location:

Incumbent will conduct the majority of work at the Department of Technology, (1 S Van Ness, Ave San Francisco, CA 94103). However, there may be situations where the incumbent will be required to work at other sites throughout the City of San Francisco as necessary.

This position supports remote work. The incumbent may be permitted to work a hybrid schedule with their supervisor’s approval, after which they must work at least two days in the office every two weeks.

Qualifications

Education:

Possession of a Baccalaureate Degree from an accredited college or university.

Experience:

Three (3) years full-time equivalent experience performing professional-level administrative duties in functional areas such as: program/office/operations management, budget development and/or administration, development and administration of contractual agreements and/or grants, or other closely related functional areas.

License and Certification:

Substitution:

Additional qualifying experience in program/office/operations management, budget development and/or administration, or contract/grant administration may substitute for the required education on a year-for-year basis. One (1) year (2000 hours) of additional qualifying experience will be considered equivalent to thirty (30) semester units or forty-five (45) quarter units.

Desired Qualifications:

• Experience working in City & County of San Francisco government and has peer/counterpart relationships and contacts in departments
• Strong organizational skills to manage multiple tasks and large amounts of information efficiently.
• Establish and maintain an orderly system to find answers quickly and keeps operations running smoothly
• Multitasker that can pivot between tasks seamlessly, handle interruptions, and prioritize effectively throughout the day
• Good time management is crucial to deal with time-sensitive duties and stay focused to complete tasks promptly
• Exercises discretion and confidentiality in handling sensitive information. Act with tact and maintain confidentiality, avoiding leaks or unintentional disclosures
• At least five years of progressively responsible experience supporting a senior leader
• Advanced skills in Microsoft 365 applications
• Professionalism and care in executing with excellence and takes ownership of outcome of work
• Handles highly confidential and/or sensitive matters with discretion and honoring confidentiality when appropriate

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

Note:

1. Security Clearances & Background Investigations: Criminal Justice Information Services (CJIS) Security Clearance may be required. Positions in this classification may require that successful candidates who become eligible for appointment may be required to go through a background investigation to determine the candidate's suitability for employment in this classification. Factors considered in the investigation may include employment history, use of illegal/controlled substances. Reasons for rejection based on this investigation may include, but not limited to applicable convictions, repeated or serious violations of the law, inability to accept supervision, inability to follow rules and regulations, falsification of application materials and/or other relevant factors. Failure to obtain and maintain security clearance may be basis for termination.

Verification: Applicants may be required to submit verification of qualifying education and experience at any point in the application and/or departmental selection process. Written verification (proof) of qualifying experience must verify that the applicant meets the minimum qualifications stated on the announcement. Written verification must be submitted on employer’s official letterhead, specifying name of employee, dates of employment, types of employment (part-time/full-time), job title(s), description of duties performed, and the verification must be signed by the employer. City employees will receive credit for the duties of the class to which they are appointed. Credit for experience obtained outside of the employee’s class will be allowed only if recorded in accordance with the provisions of the Civil Service Commission Rules. Experience claimed in self-employment must be supported by documents verifying income, earnings, business license and experience comparable to the minimum qualifications of the position. Copies of income tax papers or other documents listing occupations and total earnings must be submitted. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456.

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.

Additional Information

_ How to Apply:_

• Applicants are encouraged to apply immediately as this recruitment may close at any time, but not before September 13, 2024 at 11:59 PM.
  • Your application MUST include a resume. To upload, please attach using the "additional attachments" function

You may contact Carol Wong via email at carol.x.wong@sfgov.org with questions regarding this opportunity.

Late or incomplete submissions will not be considered. Mailed, hand delivered or faxed documents/applications will not be accepted.

_ Helpful Information_

• Information About The Hiring Process
• Conviction History
• Employee Benefits Overview
• Equal Employment Opportunity
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

Right to Work:

All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.