Executive Secretary I (Job Code 1450 Exempt) – San Francisco Arts Commission — San Francisco, CA

Under the Executive Director of Arts and Culture's ("Executive Director") supervision, the Executive Secretary I provides specialized, responsible, and confidential executive administrative support to the Executive Director, and performs related duties as required.

Responsibilities

The duties specified below are representative of the range of duties assigned to this class and are not intended to be an inclusive list.

Administrative & Calendar Management: Schedule and coordinate meetings, conferences, appointments, and travel; manage the Executive Director's calendar, often involving complex scheduling and conflict resolution.

• Perform responsible office work requiring considerable independent judgment in applying departmental policies and procedures.

Communication & Liaison: Serve as the primary point of contact for the Executive Director, screening calls, visitors, and correspondence. Act as a liaison with City departments, elected officials, Commissioners, artists, cultural organizations, community partners, philanthropic organizations, and the public.

• Coordinate Executive Director meetings and departmental events, including working with community partners, venues, vendors, consultants, and other stakeholders.
• May assist the Commission Secretaries of the Arts Commission and Film Commission with meeting notices, agendas, minutes and compliance with public meeting laws.

Project & Task Management: Lead or support special projects; conduct research; compile and analyze information; and manage assignments from conception through completion.

Document Preparation & Information Management: Draft, edit, and format reports, presentations, speeches, correspondence, and other executive materials; maintain confidential files and records.

Team & Office Support: Assist with office procedures and organizational improvements, including office facilities management and reception duties; support various staffing- and personnel-related functions of a sensitive and confidential nature, including staff recruitment and onboarding activities.

Ethics & Compliance Coordination: Serve as the department's ethics coordinator by supporting the administration of departmental gifts, the Ticket Distribution Policy, Statements of Incompatible Activities, conflict-of-interest disclosures, Sunshine public records requests, and other ethics and compliance reporting requirements.

Travel & Expense Management: Arrange travel and prepare expense reports.

Perform other duties as assigned.

Minimum Qualifications

Experience

• One (1) year of verifiable executive secretarial experience providing personal and confidential administrative support for a manager by arranging appointments and assisting in the preparation of meetings, responding to public inquiries, reviewing incoming documents, composing confidential correspondence, conducting research and preparing statistical reports. Job duties must be comparable to 1450 Executive Secretary I; OR
• Three (3) years of verifiable secretarial experience encompassing editing and independently composing letters and other correspondence utilizing computer/software/systems; researching, compiling and organizing data for various reports; and maintaining office/record systems. Job duties must be comparable to 1446 Secretary II; OR
• Four (4) years of verifiable clerical experience performing specialized assignments, including independently composing and editing correspondence; preparing and maintaining a wide variety of records, reports and documents; researching, compiling, analyzing and organizing data for various reports. Job duties must be comparable to 1406 Senior Clerk.

Substitution:

A recognized secretarial training program of two hundred forty (240) hours OR the equivalent of fifteen (15) semester units in graded secretarial college units, may be substituted for up to six (6) months of the required experience. Proof of satisfactory completion must be submitted at the time of filing.

Note: One-year full-time employment is considered equivalent to 2000 hours (2000 hours of qualifying work experience is based on a 40-hour work week). Any overtime hours that you work above forty (40) hours per week are not included in the calculation to determine full-time employment.

Desirable Qualifications:

The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring.

• Experience working in a government and/or non-profit setting
• Experience in supporting an arts and culture organization
• Excellent communication skills, both oral and written
• Advanced skills in Microsoft Office tools

Supplemental Questionnaire

As part of the application process, candidates will be required to also complete a Supplemental Questionnaire as part of the employment application. The Supplemental Questionnaire is designed to obtain specific information regarding an applicant's experience in relation to the minimum qualifications for this position. These responses will be used to evaluate if the applicant possesses the required minimum qualifications. The questionnaire will be emailed shortly after receipt of the application and must be completed by deadline stated. Late submissions will not be accepted.

Selection Process: The selection process will include evaluation of applications in relation to the minimum qualifications. 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 for an interview.

• Information About the Hiring Process
• Conviction History
• Employee Benefits Overview
• Equal Employment Opportunity
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Right to Work
• Copies of Application Documents
• Diversity Statement

Where to Apply

Applicants will receive a confirmation email from notification@smartrecruiters.com 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. If you have any questions, you may contact Kelly Alves at kelly.k.alves@sfgov.org.