Senior Executive Affairs Coordinator - Director's Office - SFO (1844) - 167789

About the role

Under general supervision, the Senior Executive Affairs Coordinator will manage the office, supervise staff, and perform challenging analytical, administrative, and project management functions in support of Executive Management (C-Suite).

As a team member of SFO, you will embrace SFO's Vision, Mission, and Core Values.

The essential functions of this position include, but are not limited to the following:

• Oversee critical day-to-day administrative and often highly confidential matters expeditiously and effectively with the utmost discretion; manage various incoming requests and track through to successful completion; monitor the office budget to maximize use of existing resources; and review complex calendars to ensure accuracy and assist with preparing the executive for meetings and briefings.
• Write, review, edit, and package a wide variety of documents and public records, including letters, memoranda, meeting agendas, and supporting documents, and reports for executive-level review and dissemination.
• Supervise administrative professional staff which includes developing schedules, setting expectations, developing standard operating procedures, training, and proving performance feedback.
• Develop and recommend policies, procedures, and work practices and make recommendations and implement changes when needed.
• Perform research and analysis by consulting with colleagues, evaluating information, conducting needs assessments, writing reports, preparing documentation, making recommendations, and presenting concise reports and data to senior leadership.
• Coordinate and monitor management programs, projects, and functions; utilize database software and graphics to convey strategic and analytical data; assist in developing strategic projects, coordinating meetings and events, and facilitating presentations to promote collaborative efforts across the Airport.
• Promote solid relationships by providing a bridge for smooth communications between Executive Leadership, staff, business partners such as contractors, vendors, and project managers, as well as members of the public.
• Proactively manage frequent domestic and international travel and arrange complex and detailed travel schedules; coordinate with senior leadership and advisors to plan itinerary and meeting schedule; and reconcile and process expense reimbursements.
• Complete other related duties and special projects as required.
• Perform other functions outlined in the 1844 Job Class Specification

Qualifications & Requirements

• Education:

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

• Experience:

Additional information

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.

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.

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

One-year full-time employment is equivalent to 2,000 hours (2,000 hours of qualifying work experience is based on a 40 hour work week). Any overtime hours that you work above 40 hours per week are not included in the calculation to determine full-time employment.

Desirable Qualifications

The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring.

• Being detail-oriented and organized are some of your strongest qualities. You enjoy being involved in several projects and are talented at managing expectations and your own time. You love collaborating across teams and are personable, helpful, and motivated.
• You have exceptional communication, writing, and proofreading skills. Leveraging these skills to improve the work of those around you is something that you genuinely enjoy.
• You are a strong team player who work well under deadlines and thrive in a fast-paced environment. Others compliment you for being highly organized, dependable, emotionally intelligent, and a comprehensive problem solver. You have had experience leading or supervising a team of five or more people.
• You are an advanced-level user of Microsoft Office Suite and other technological tools, have experience using various mobile devices and communication platforms, and can perform simple troubleshooting of technology issues.

Verification

• Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process.
• 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.

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included in your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application. Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

Selection Procedures

After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

The selection process will include the evaluation of applications about minimum requirements. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.

Notes: Applicants who meet the minimum qualifications are not guaranteed advancement through all of the steps in the selection procedure.

Transportation Security Administration (TSA) Security Clearance

Per Civil Service Commission Rule Section 110.9.1, every applicant for an examination must possess and maintain the qualifications required by law and by the examination announcement for the examination. Failure to obtain and maintain security clearance may be basis for termination from employment with the Airport Commission.

Terms of Announcement and Appeal Rights

Applicants must be guided solely by the provisions of this announcement, including requirements, periods and other particulars, except when superseded by federal, state or local laws, rules or regulations.

Additional Information

Additional Information Regarding Employment with the City and County of San Francisco:

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

Where to Apply

All job applications for the City and County of San Francisco must be submitted through our online portal.

Computers are available for the public (9:00 a.m. to 4:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor and at the City Career Center at City Hall,1 Dr. Carlton B. Goodlett Place, Room 110.

Ensure your application information is accurate, as changes may not be possible after submission. Your first and last name must match your legal ID for verification, and preferred names can be included in parentheses. Use your personal email address, not a shared or work email, to avoid unfixable issues.

Applicants will receive a confirmation email from that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

Recruitment Analyst Information: If you have any questions regarding this recruitment or application process, please contact recruitment analyst Charlene Cun at.