1844-Senior Management Assistant

Executive Assistant - Department of Technology (1844)

Apply using SmartRecruiters, the City and County of San Francisco's application portal.

Why Work for the Department of Technology (DT)? DT is the centralized technology services provider in the City and County of San Francisco (CCSF). We deliver technology infrastructure and services to approximately 33,000 employees! With an annual operating budget of over $140M and approximately 260 employees, DT provides a host of services that range from Public Safety radio and wiring and Network services to Enterprise Support and the Cloud.

Benefits of Working for CCSF: In addition to challenging and rewarding work, the City provides a generous suite of benefits to its employees.

• Job security , pension, and robust retirement options
• Competitive pay with consistent bi-yearly or yearly increases
• Hybrid Work with a minimum of 20% of time spent in our office in San Francisco, California for all IT related roles
• Generous paid time off , family leave, and more!
• Diverse work environment in a diverse city
• Union protections and representation
• Career development and growth — move between departments, learn on the job, or take subsidized/reimbursed classes!

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.

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, perform 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

• Manage and organize complex and demanding calendars by actively responding to meeting requests, coordinating with other Executives or their Executive Assistants involved in senior-level meetings to achieve alignment of complex leadership schedules.
• Coordinate logistics for a variety of meetings, including securing meeting space, arranging catering, and communicating with attendees.
• Compile special reports, organize 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.
• Coordinate work and/or planning functions with other offices, programs, agencies, contractors, departments 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.

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.

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.

How to qualify

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.

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.
• 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.
• At least five years of progressively responsible experience supporting a senior leader.
• Advanced skills in Microsoft 365 applications.

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

What else should I know?

• Applicants are encouraged to apply immediately as this recruitment may close at any time, but not before September 13, 2024 at 11:59 PM.

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

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply.