Junior Management Assistant (Deputy Director Executive Assistant) Job at City and County of San Francisco (San Francisco)

Job Description

Under supervision, the Junior Management Assistant (Deputy Director Executive Assistant), performs general administrative and/or management functions with rotating assignments. In support of the DBI Strategic Plan and the Permit Services Division, the Deputy Director's Executive Assistant plays a vital role in assisting with the management of scheduling, communications, administrative tasks and ensuring efficient operations within the Permit Services Division.

Job Responsibility

Manage Executive Schedule(s)- Organize and maintain calendars, schedule appointments and coordinate meetings to optimize the best use of the Deputy Director's time
Under the leadership of the Deputy Director, maintain appropriate standing meeting agendas, follow up with minutes, and prepare presentations as needed for communications during meetings
Communications Management- Prioritize, delegate when appropriate and respond to emails and phone calls, acting as a liaison between the Deputy Director and internal/ external stakeholders
Document Preparation- Prepare reports, presentations, meeting documentation ensuring all materials are accurate and professionally formatted
Meeting Coordination- Organize and take notes during meetings, ensure follow-up on action items, and maintain records of discussions and decisions
Administrative Support- Handle various administrative tasks such as keeping well-organized computer files and maintaining set-ups for staff transitions, departmental memberships or other needs to support the daily operations of the Deputy Director
Research and assist with policy documentation in creating memo outlines under an agreed format for Deputy Director editing, approval and distribution
Performs related duties and responsibilities as assigned

Requirements

Possession of a baccalaureate degree from an accredited college or university
Qualifying experience performing professional-level administrative duties in functional areas such as: 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
Knowledge of: Technical methodology, principles, techniques, procedures, and regulations utilized in the management and administration of budget, contract, leases, agreements and grants
Ability or Skill to: apply techniques, methods, procedures, principles, and regulations
use system applications in a network environment
gather and analyze information
communicate verbally and in writing
and understand and apply human relations principles

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Junior Management Assistant (Deputy Director Executive Assistant)

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