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Executive Assistant

About the Role

The Presidio Trust is actively seeking a resourceful, mission-driven, and highly skilled Executive Assistant to join our Trust Operations Division. 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; it is a natural oasis for wildlife, plants, and people, and offers iconic views known around the world. In its second decade as a park, public awareness and enjoyment of this exceptional place continues to grow.

As the Executive Assistant to the Chief Operating Officer, you will take on a diverse range of high-level administrative, organizational and logistical duties to ensure seamless office operations. You will be a key member of the team and will interact closely with various internal teams and departments of the organization, as well as the general public and stakeholders to further the organization’s mission. Our ideal candidate is highly organized, accountable, forward-thinking, has a can-do problem-solving attitude, and is comfortable engaging with the public. You have excellent collaboration and communication skills, attention to detail, remain focused and calm under pressure, and are passionate about sharing this treasured National Park and National Historic Landmark with the public.

This is a full-time position with benefits and a starting pay range of $77,854 to $96,050. The starting base salary is dependent on the experience and qualifications of the candidate. Applications received by Tuesday, February 27, 2024, will receive first consideration.

Submit Your Application

Acrobat Reader 7 is required to a​ccess and fill out the application. Visit the Adobe website to obtain the free Acrobat Reader 7 program. You can also obtain an application by contacting the Presidio Trust Human Resources Department.​​

 

Email your completed Employment Application​ to jobs@presidiotrust.gov.

Responsibilities

  • Schedule COO meetings and prioritize working time based on business needs; prepare COO for meetings, maintain meeting agendas, reserve meeting rooms if needed, and follow up on action items. Stay informed on issues and projects within the Division.
  • Manage and coordinate internal and external partnerships, communications, and meetings on behalf of the Executive. This may include officials of Federal, State or local governments, or community leaders and partner organizations.
  • Act as liaison between the Division and other entities at the Trust (including confidential personnel responsibilities). Maintain open communications and good working relationships with internal staff and external contacts.
  • Review COO email and other communications daily; triage and determine responses or actions needed to resolve requests and move issues and work forward. Compose and edit related correspondence and other documents, including e-mails and letters with discretion and confidentiality. Manage any COO physical mail, as needed.
  • Organize and manage Trust Operations Division annual calendar and deadlines for strategic and annual planning, budgeting and reporting.
  • Support the Trust Operations Leaders team, managing milestones, deadlines, Board and Executive Team deliverables and Leadership Team initiatives; prepare and maintain the Trust Operation Leaders team meeting agenda, take meeting minutes and track related decisions and actions to completion; support team development activities.
  • Create and improve processes and procedures to improve the effectiveness of the office of the COO.
  • Organize and maintain the Office of the COO filing system. Organize and maintain SharePoint file systems and file correspondence and other records. Own overall strategy for and maintain accurate access to files.
  • Organize and maintain Trust Ops Division intranet (TrustNet) site to align with Division mission, strategy and structure.
  • Provide light project management and project coordination for COO, including management of the Division “operating system”, Board meeting deliverables, hiring and division onboarding processes, and other projects, as needed.
  • Provide logistics support for COO and annual COO-led Division operations, including recurring projects like the Division leaders’ retreats, Division meetings, COO travel logistics and authorizations, and master calendar support.
  • Organize and maintain physical COO office as appropriate for meetings and external guests, including managing technology tools and small inventory of meeting and support materials for the Office of the COO as needed. Coordinate with Facilities and IT teams on any needs as appropriate.
  • Support administration of policies, procedures and processes of the Office of the COO, including creation, updating, formatting, review and approval, and application of these as pertains to the COO role(s) according to scheduled timetables.
  • Create presentations for the Office of the COO using PowerPoint.
  • Create and maintain database and spreadsheet files and produce reports.
  • Research and assemble information for the use of the Chief in various meetings and briefings of Executive management team and Division Leadership team, as required.
  • Assist with budget development, coordination, management, and submission, including preparation of budget forms and spreadsheets, management of actuals to budget for vendors (spend and obligations) using Finance reports, Oracle, and Visa tools for the Office of the Chief.
  • Process Visa and Oracle purchase requests and reconcile Visa statements. Track spending for Office of the Chief.
  • Serve as timekeeper and process timesheets for assigned employees on a bi-weekly basis using QuickTime software. Respond to timekeeping questions and issues; serve as back-up timekeeper as designated.
  • Provide back-up help for other Executive Assistants if needed.
  • Other duties as assigned.

Required

  • At least three years’ experience as an executive-level assistant in a corporate setting, or two years’ experience as an executive-level assistant in a corporate setting and an associate degree or equivalent from a two-year college or technical school
  • Strong interpersonal and organizational skills, attention to detail, excellent accountability and 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, and work well under pressure.
  • 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.
  • Excellent written communication skills and demonstrated excellence in the creation of presentations in PowerPoint and using Excel to organize information.
  • Proficient with accounting principles and very strong computer skills including Microsoft Office Word, Excel, Outlook, Teams and PowerPoint, Oracle, and QuickTime
  • Thrives in a constantly changing and developing work environment

Desired

  • Bright, confident, and enthusiastic demeanor with passion for parks; strong desire to work for the Presidio Trust
  • Working knowledge of the Trust’s structure, key personnel and organizational policies and procedures
  • Experience working with QuickTime (or similar timekeeping software) and Oracle (or similar accounting software)
  • Optimistic and positive attitude with a demonstrated deep commitment to the highest level of customer service
  • General knowledge of terms and processes employed in the communications industry.
  • Demonstrates the Trust core values of Service, Inclusiveness, Stewardship, Responsibility, and Sustainability
  • A good sense of humor and a passion for the mission of the Presidio Trust

About the Trust Operations Division

The Trust Operations Division supports both internal and external customers. The division’s purpose is to enhance the process efficiency of the organization, provide critical support services that make working at the Trust easier, and sustain strong relationships with employees, the public, and key stakeholders. The division departments include Administration, Project Management Office and Marketing and Communications.

Background Investigation

The Presidio Trust has identified this position as subject to an employment background investigation which shall consist of a review of applicable county, state and Federal criminal and civil records, state bankruptcy indexes, 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 investigation. 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 investigation.

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/presidio-trust/jobs and submit your application to our email address listed on our website.

Contact us

Presidio Trust Employee Support Services

Montgomery Street Barracks. Photo by Dan Friedman.