Executive Secretary II - Asian Art Museum (1452) at City and County of San Francisco — San Francisco, CA

The Executive Secretary II serves as a high-level administrative professional and primary liaison between the Museum’s Asian Art Commission, Board of Trustees, and executive leadership. This role supports the effective administration, communication, and coordination of board-related governance activities. The ideal candidate is confident, discreet, highly organized, and capable of working independently while managing complex administrative and governance processes.

Key Responsibilities:

Board & Governance Liaison

• Serve as the primary point of contact for all Asian Art Commission and Board of Trustees administrative matters.
• Act as a trusted liaison between board members, City officials, and museum leadership.
• Provide administrative support and coordinate communications regarding board policies, procedures, and governance requirements as directed by museum leadership and appropriate City departments.
• Maintain strong working relationships with Commissioners, Trustees, and key stakeholders.
• Assist Development team to support board engagement activities and communications.
• Assist in preparing materials, reports, and correspondence for board engagement activities.
• Support new board member orientation and onboarding

Board & Committee Administration

• Plan, coordinate, and execute all board and all committee meetings.
• Prepare and distribute agendas, meeting materials, and supporting documentation.
• Record and maintain accurate minutes and official records.
• Manage meeting calendars, logistics, and attendance tracking.
• Ensure seamless communication and follow-up on action items from meetings.
• Maintain official board records, bylaws, and governance documents.

Compliance & Governance Oversight

• Coordinate and track board compliance activities in partnership with the Ethics Commission, City Attorney’s Office, and other City departments; maintain records of required disclosures, trainings, and governance documentation. including: By Laws of Public meeting requirements (e.g. Sunshine Ordinance, Brown Act), Conflict of Interest disclosures and annual filings, required trainings and certifications, adherence to City governance standards, rules and regulations.
• Track and monitor compliance status for all board members.
• Maintain familiarity with governance procedures involving Commissioners and coordinate related administrative processes. including processes for appointment, resignation, and term changes.
• Coordinate with relevant City departments regarding governance, disclosure, training, and public meeting requirements.
• Serve as the administrative coordinator for Public Records Act requests.

Communication & Administrative Support

• Facilitate smooth communication flow between board members, City officials, City departments, and museum leadership.
• Respond to and manage all board-related administrative inquiries with professionalism and discretion.
• Draft, edit, and distribute official communications on behalf of the Board and leadership.
• Manage confidential information with the highest level of integrity and sensitivity.
• Support special projects and initiatives related to governance, board development and strategic priorities, and other duties as needed.

Minimum Qualifications

Two (2) years 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

Four (4) 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/records systems. Job duties must be comparable to 1446 Secretary II.

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 substitute for up to six (6) months of the required experience. Proof of satisfactory completion must be submitted at time of filing application.

Preferred Qualifications

• Familiarity with municipal government structures and processes
• Experience in a museum, arts, or cultural institution
• Experience working with boards, trustees, or government entities is strongly preferred.

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 at https://sfdhr.org/how-verify-education-requirements”

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 next stage of the selection process. The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring

• 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

HOW TO APPLY

• Select the “Apply Now” button and follow instructions on the screen
• Applicants may be contacted by email about this recruitment 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, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

If you have any questions regarding this recruitment or application process, please send your inquires to Andrea Bolt Senior HR Analyst Abolt@asianart.org