Administrative Assistant (Business)

The Presidio Trust is seeking an Administrative Assistant who will support the Business Division’s Real Estate Asset Management Departments – Commercial, Hospitality and Residential. Once an Army Base, the Presidio of San Francisco is now a new kind of national park. The 1,500-acre Presidio is richly layered in history, is a natural oasis for wildlife, plants, and people, and offers iconic views known around the world. In its third decade as a park, public awareness and enjoyment of this exceptional place continues grow.

As the Administrative Assistant to three directors within the Business Division, and their teams, you will provide a wide range of administrative tasks, including calendar management, coordinating appointments and meetings, budget and annual plan support, file and records management, purchasing goods and services, and supporting department operations that is integral in maintaining the efficiency and effectiveness of these departments. The role demands a blend of professionalism, organizational skills, and the ability to manage multiple priorities, embodying the Trust’s commitment to excellence and service.

This is a full-time position with benefits and a starting pay range of $64,261 to $75,511, based in the SF Bay Area. The starting base salary is dependent on the experience and qualifications of the candidate. Applications received by July 26, 2024 will receive first consideration.

Responsibilities

• Provide daily administrative support through a variety of tasks and functions to ensure effective operation of the departments.
• Manage the various Department head calendars, including scheduling appointments, meetings and coordinating travel arrangements.
• Research, compose, edit, and assemble correspondence and other documents, including e-mails, letters, agendas, meeting minutes, estimates, schedules, databases, spreadsheets, packets, etc.
• Manage and coordinate internal and external meetings, events, and tours (in-person and virtual). This may include pre-event planning, purchasing, set-up, break-down, greeting, distributing meeting agendas and minutes, and other logistics.
• Process visa purchase requests and purchase orders through Oracle for necessary supplies and services utilized by the departments. Manage invoice approvals and reconcile visa card statements with the Accounting Department
• Complete Travel Authorizations, Travel Questionnaires, expense reports, and Travel Vouchers for departments’ staff; review materials for completeness, accuracy, agreement with itinerary, and compliance with regulations and procedures.
• Serve as timekeeper for the assigned departments, managing timesheets on a biweekly basis, addressing payroll queries and liaising with Employee Support Services regarding timekeeping issues; serve as back-up timekeeper as designated.
• Assist in budget preparation and financial management for the departments, including tracking and reporting in compliance with Trust requirements.
• Support the maintenance of departments’ SharePoint file systems and physical files; serve as the departments’ coordinator for records management.
• Act as on-site coordinator for assigned projects, distribution of supplies and uniforms, maintenance of office materials and equipment, and other administrative duties that must be carried out in person.
• Support annual operating plan tracking and reporting, and monthly reporting (reminders, coordination, meetings, publishing).
• Administer the onboarding and off-boarding of employees, contractors, and vendors. Conduct orientation sessions to familiarize them with the office administrative policies and operations.
• Route incoming calls, e-mails, and correspondence to appropriate parties as needed.
• Provide back-up help for other administrative staff, staying informed on issues and projects within the work unit served.
• Other duties as assigned.

Required Qualifications

• Three (3) years’ experience at an executive-level assistant and/or office management in a business setting, OR
• Associate degree or equivalent from a two (2) year college or technical school.
• Strong interpersonal and organizational skills, work ethic, and commitment to providing excellent customer service, while establishing and maintaining effective working relationships.
• Ability to think strategically, multi-task, attend to detail/deadlines, work well under pressure, and balance and prioritize multiple competing demands.
• Excellent oral and written communications.
• Ability to understand and work accurately with financial figures. Experience with accounting procedures.
• Self-motivated to manage multiple projects simultaneously, excellent problem-solving skills, and ability to be flexible and adapt with change.
• Ability to anticipate, triage, and resolve practical problems considering interrelationships between organizations, people, and current issues.
• Proficient with computer systems and skills including Microsoft Office Word, Excel, Outlook, and PowerPoint, as well as ability to learn new software skills

Desired Qualifications

• Experience with one or more of the following systems:
  • Oracle (or other purchasing/database system)
  • Quicktime (or other payroll system)
  • Yardi software
  • Smartsheet
• Experience in Real Estate
• Experience in Hospitality

About the Business Division

The Business Division’s mission is to develop and manage Presidio revenue sources and use these resources to maintain this National Historic Landmark District for the delight of our visitors for generations to come. We focus on rehabilitating and leasing historic buildings in the park, bringing them back to life as homes and contemporary workspaces, while maintaining excellent relations with tenants who love being here. We’re home to two award-winning historic hotels; two full-service restaurants; a catering service; and five iconic structures that are available for high-quality hospitality experiences. We’re proud of our role in making the Presidio successful and sharing this beautiful place with the public.

Background Check

The Presidio Trust has identified this position as subject to an employment background check which shall consist of a review of applicable county, state and Federal criminal and civil records, state bankruptcy indexes, and driver’s license. An individual’s granting of a background investigation and resulting report is voluntary. However, employment in this sensitive position is contingent upon the successful completion of an employment background check. The Presidio Trust may refuse to hire an individual, may rescind an offer of employment to an individual, or may review and terminate the employment of a current employee not successfully completing the background check.

The Fair Chance Act

The Fair Chance to Compete for Jobs Act of 2019 (Fair Chance Act) prohibits federal agencies from collecting criminal history information in oral or written form prior to conditional job offer. As required by regulation, the Presidio Trust has established procedures under which an applicant may submit a complaint, or any other information, if they believe they have been subjected to a violation of the Fair Chance Act. To learn more, visit www.presidio.gov/about/presidio-trust/the-fair-chance-act.

The Presidio Trust is an equal opportunity employer, offering a competitive benefits package. To apply, download the employment application from our website at www.presidio.gov/about/presidio-trust/careers and submit your application to our email address listed on our website.