Executive Assistant - Department of Technology (1844)

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.