1844 Senior Management Assistant

Executive Assistant to the Airport’s Chief Operating Officer

Recruitment #PEX-1844-088111

Introduction

This Recruitment is Temporarily Suspended Until Further Notice

Applicants are encouraged to apply as soon as possible as this announcement may close at any time after 5:00 p.m. on September 14, 2018.

The Department
SFO is a world-class, award-winning airport that served more than 55 million guests in 2017. SFO offers non-stop flights to 45 international cities on 45 international carriers. The Bay Area's largest airport also connects non-stop with 83 U.S. cities on 13 domestic airlines. In fiscal year 16/17, the Airport, an enterprise department of the City & County of San Francisco, accounted for $8.4 billion in business activity and supported over 42,800 direct jobs.

SFO’s mission is to provide an exceptional airport in service to our communities and is committed to redefining air travel. SFO has embarked on the renovation of Terminal 1, the largest capital project in the Airport’s $7.4 billion Ascent Program. For more information, visit www.flysfo.com. View a video about careers at SFO.

SFO's Core Values emphasize safety and security as our first priority, treating everyone with respect, communicating fully, driving innovation, and an openness to new ideas, among other characteristics. The Executive Assistant to the Chief Operating Officer (COO) must demonstrate these core values and use them to contribute to a strong sense of teamwork throughout the organization and with a wide range of Airport stakeholders. Exceptional interpersonal communication skills combined with a collaborative style are critical to this position’s success.

Appointment Type
Permanent Exempt (PEX) Full-Time, up to 36 months, this position is exempt from Civil Service rules pursuant to San Francisco Charter Section 10.104 and serves at the discretion of Appointing Officer. Appointee must participate and be successful in a Civil Service Examination process for this classification and be selected through an open competitive process in order to be considered for a permanent appointment.

Position Description
The Executive Assistant serves as the primary point of contact and provides the highest level of executive administrative support to the Airport’s Chief Operating Officer (COO).  This position is appointed by the COO and is responsible for successfully executing a broad and complex set of assignments in a manner that reflects the COO’s priorities and the Airport’s mission, goals and core values.

The Executive Assistant acts as a key liaison and critical conduit of information between the COO’s Office and internal and external stakeholders.  The position requires the ability to make sound and informed decisions that support the strategic priorities of the Airport, while anticipating the needs of the COO, and those who need access to the COO.  The Executive Assistant is responsible for initiating and monitoring all logistics, scheduling, recordkeeping and time management, and ensuring that proper communications, resources, and administrative processes are administered to support the best use of the COO’s time and resources.

The Executive Assistant demonstrates a commitment to continuous quality improvement, provides outstanding service, and maintains high standards for excellence.  This position requires independent judgment and the ability to think critically on complicated and difficult administrative matters which may involve sensitive and confidential information.

This unique professional will perform a broad variety of challenging analytical and administrative functions to support the Airport’s mission in meeting the goals of the $7.4 billion Capital Improvement Plan (CIP).  Significant interactions and coordination will be required with diverse stakeholders including senior management, governmental agencies, airline executives and Airport business partners, City leaders, and customers.

Duties also include assisting the COO in the areas of managing Airport assessments, summarizing and presenting findings, developing methodologies for tracking, and developing and implementing executive management policies and procedures.

The ideal candidate will thrive in a diverse, dynamic, fast-paced and collaborative environment and will possess characteristics such as excellent interpersonal skills, a high level of emotional intelligence, outstanding judgement, strong personal ethics and integrity, and passion for cultivating and managing relationships toward a common goal.  The candidate will be a politically savvy, self-motivated and directed professional with excellent problem-solving and decision-making abilities who demonstrates high standards of professional conduct and a commitment to excellence.

The essential functions of this position include:

  • Serves as the primary point of contact and office manager for the COO and makes informed, sound decisions that are in the best interest of the Airport. Oversees critical day-to-day administrative and often highly confidential matters in an expeditious and effective manner. 
  • Performs research, analysis and reporting functions, and tracks and coordinates all management projects.  Conducts research and collects, analyzes and compiles data from a wide variety of resources; evaluates and communicates findings by preparing reports and presentations for the COO and senior executives’ review.  Utilizes database software and graphics to convey strategic and analytical data in a clear, concise and impactful manner.  Assists in meeting and presentation facilitation.
  • Writes, prepares, reviews and edits to produce error-free documents including letters, memoranda, meeting agendas and minutes and reports for executive-level review, as well as public documents such as Commission packages.
  • Manages the COO’s complex and frequently changing calendar.  Effectively plans schedule and coordinates meetings and events with internal and external parties to ensure the COO’s time is optimized and priorities are met; keeps COO on schedule, informed of upcoming commitments, and briefed in advance with key information and materials.
  • Manages the COO’s domestic and international travel.  Arranges complex and detailed business travel plans; researches and plans schedule, prepares travel request forms, detailed itineraries, and organizes and compiles documents for travel-related meetings. Reconciles and processes expense reimbursements through the City’s PeopleSoft software.
  • Assists in promoting the development of strategic projects and in facilitating collaborative efforts across Airport divisions.
  • Expedites COO’s time by facilitating communications.  Reads, researches, and routes correspondence; manages emails and incoming requests, flagging critical priorities; and reviews and analyzes information to determine appropriate course of action, referral, response and deadlines, following through to successful completion.
  • Serves as a liaison and provides a bridge for smooth communications between the COO’s office and internal and external stakeholders; serves as the lead for the division’s administrative support staff; and demonstrates leadership to preserve credibility, trust and support with staff at all levels.
  • Acts as a “barometer”, having a sense for the important issues taking place, and keeps the COO appraised on key developments; utilizes sound judgement and takes initiative to proactively address issues and solve problems.
  • Operates as a team player as well as role model for the organization in exhibiting the qualities of the Airport’s core values.  Demonstrates diplomacy in working well with others, utilizes excellent communication skills, maintains confidentiality, and exercises critical thinking and good judgment.
  • Performs general secretarial and administrative including answering and directing phone calls; coordinating reception of visitors; tracking and quality control on documents routing for the COO’s review and approval; operating and troubleshooting issues with office equipment and mobile devices; photocopying and scanning; distributing mail; creating, managing and maintaining databases and files in accordance with COO and Airport policies and procedures; and verifying and processing of timesheets.
  • Completes other related duties and special projects as required. 

Desired Candidate
Desired candidate will also have outstanding executive-level administrative skills and excellent team management qualities to exemplify SFO's core values and its mission. Other qualities include:  

  • Meticulous attention to detail including excellent proofreading and copy-editing;
  • Strong organizational, analytical thinking and active listening skills;
  • Professional, positive, and approachable attitude;
  • Ability to strategically and seamlessly manage shifting priorities while upholding discretion, diplomacy and tact;
  • Ability to quickly learn new tools and technologies to improve work efficiencies;
  • Advanced-level user of Microsoft Office Suite (Word, Outlook, Excel, PowerPoint);
  • Experience directly supporting a C-level executive.

Nature of Work
Involves extensive computer work requiring keyboarding, prolonged sitting, and working in front of computer monitor; and ability to communicate and interact effectively with all internal and external stakeholders.

Minimum Qualifications

Education
Possession of a Baccalaureate Degree from an accredited college or university with major coursework in public or business administration, accounting, finance, economics, social sciences, education or related fields, or other subject areas closely related to a specific departmental program or function.

Experience
Three (3) years full-time equivalent experience performing professional-level management and/or 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 
Education substitution: Additional qualifying full-time work experience (2000 hours equals one year) may be substituted for up to two (2) years of the required education with additional qualifying experience in program/office/operations management, budget development and/or administration, or contract/grant administration. One year of work experience equals to 30 semester units/45 quarter units. 

Applicants must meet the minimum qualification requirement 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.

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit www.jobaps.com/sf to register an account (if you have not already done so) and begin the application process.

  • Select the desired job announcement
  • Select “Apply” and read and acknowledge the information
  • Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
  • Follow instructions on the screen

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file online applications in the lobby of the Department of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco, CA 94103, or the Airport Commission Human Resources office at 710 N. McDonnell Road, 3rd floor, San Francisco, CA 94128.

Applicants may be contacted by email about this announcement and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com).

Applicants will receive a confirmation email 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.

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

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores. If you have any questions regarding this recruitment or application process, please contact the analyst, Vicky Lei, by telephone at 650-821-2022, or by email at vicky.lei@flysfo.com.

Resumes may be attached to the application; however, resumes will not be accepted in lieu of a completed City and County of San Francisco application.

Verification
Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found here.

Verification of qualifying experience, when requested, must be documented on the employer's business letterhead and must include the name of the applicant, job title(s), dates of employment, description of job duties performed, and signature of the employer or the employer’s authorized representative. Experience claimed in self-employment will only be accepted if supported by documents verifying income, earnings, business license and experience comparable to minimum qualifications above. Copies of income tax papers or other documents listing occupation and total earnings must be submitted. Employees of the City and County of San Francisco may submit performance evaluations showing duties performed to verify qualifying City experience. City employees will receive credit for the duties of the class to which appointed. Credit for experience obtained outside of the employee's class will be allowed only if recorded in accordance with the provisions of Civil Service Commission Rules. Verification may be waived if impossible to obtain. The applicant must submit a signed statement explaining why verification cannot be obtained. Waiver requests will be considered on a case-by-case basis. Failure to provide the required verification, or request for waiver when requested may result in rejection of application.

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. Make sure your application and any attachments to the application submitted at the time of filing are complete and accurate and include details on all experience, education, training and other information that qualifies you for this recruitment. Failure to submit a complete and accurate application at the time of filing may result in your ineligibility for this recruitment or inability to receive full credit for scoring purposes. Any new information concerning work experience, education, training and other information that is submitted after the filing deadline may not be used for scoring or considered to determine whether you meet the minimum qualifications.

Selection Procedures

The selection process will include evaluation of applications in relation to 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 to participate in the oral/performance interview.

Transportation Security Administration (TSA) Security Clearance
Candidates for employment with the San Francisco Airport Commission are required to undergo a criminal history record check, including FBI fingerprints, and Security Threat Assessment in order to determine eligibility for security clearance and may be required to undergo drug/alcohol screening. 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.

Customs Clearance
This position requires that the incumbent be qualified for unescorted access to the San Francisco International Airport U.S. Customs Security Area. An application for a U.S. Custom Access Seal may be submitted to Customs ONLY after employment has commenced. Employment in this position requires that the incumbent submit an application for, successfully acquire and maintain a Customs Access Seal. Per Civil Service Commission Rule 110.9.1, every applicant must possess and maintain the qualifications required by law and by the examination announcement for this examination. Failure to acquire or maintain customs access, a requirement for this position, may be basis for termination from employment with the Airport Commission. Customs Access Seal requirements and procedures are located in the Code of Federal Regulations, Title 19, Part 122, Sections 181 or 189.

 

Conviction History

As a finalist for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a finalist. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates applying for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates applying for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City. If you are selected as a finalist, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Conclusion

Reasonable Accommodation Request
Applicants with disabilities requiring reasonable accommodation for this recruitment can find information on requesting a reasonable accommodation here.

Copies of Application Documents
Applicants are advised to keep copies of all documents submitted. Submitted documents become a permanent part of the exam record and will not be returned. The hiring department may require applicants to submit the same documents and/or additional documents at a later date.

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.

General Information Concerning City and County of San Francisco Employment Policies and Procedures
Important employment information for the City and County of San Francisco can be obtained online here or hard copy at 1 South Van Ness Avenue, 4th Floor.

Terms of Announcement
Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at www.jobaps.com/sf.

Issued: 8/24/18
Micki Callahan
Human Resources Director
Department of Human Resources
Recruitment ID #: 088111
AIR/VL/650-821-2022

 

Benefits

All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.

 



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