San Francisco
San Jose Executive Assistant and Office Manager

Reports to: San Jose Director

Status: Full-time, exempt

Salary: Depending upon experience

Location: SPUR San Jose office

Hours: 40 hours/week, 5 days/week, available as needed for meetings and events

Summary

The executive assistant provides administrative, organizational and clerical support to the San Jose director and manages the SPUR San Jose office. The executive assistant supports the city and policy boards, and committee and task force work of SPUR San Jose. The office has a full-time staff of three people with SPUR policy staff, interns and volunteers rotating through the office several times a week. The executive assistant may oftentimes be the sole person in the office. Other times, there will be public programming events, task force and board of directors meetings.

Essential Functions

Support the Director

  • Manage calendar and schedule of the Director
  • Prepare Director for upcoming meetings
  • Compose correspondence
  • Respond to phone, email and mail correspondence, as needed
  • Make travel arrangements
  • Maintain and track action items
  • Complete and submit office expense reports
  • Keep database up to date

Manage the Office

  • Open and close the office each day
  • Handle phone and email inquiries
  • Manage and maintain data/file system
  • Make travel arrangements for external guests to the office
  • Sort, prioritize and distribute mail
  • Coordinate facility repairs and improvements, as needed
  • Maintain office supplies
  • Receive and greet visitors
  • Represent organization to callers and visitors
  • Manage space rental and use of facility by external parties
  • Schedule San Jose staff meetings and gatherings

Board and committee support

  • Serve as board liaison for San Jose City Board

  • Support San Jose Policy Board, Urban Catalyst Team and task forces, as needed
  • Take minutes and keep records for meetings
  • Setup and take down space for meetings

Administrative/organizational support

  • Manage calendar and schedule for SPUR Deputy Director
  • Coordinate meetings for other SPUR staff, as requested
  • Maintain updated databases for boards and committees
  • Create and track online survey tools
  • Support administrative needs of the organization as a whole, as needed

Membership and fundraising support

  • Maintain membership information in the database, as needed
  • Assist with fundraising events, as needed

Other duties as assigned

Minimum Qualifications

  • Bachelor's degree
  • Prior work experience supporting business, political and/or community leaders

Required Knowledge, Skills, and Abilities

  • Knowledge of Excel, Word, and PowerPoint, Adobe Acrobat, Google apps

  • Writes clearly and informatively; can edit work for spelling and grammar; varies writing style to meet needs.

  • Pays great attention to detail in all tasks

  • Proactive problem-solver/self-initiated

  • Considerable use of tact, diplomacy, discretion and judgment involving exposure to sensitive information 

  • Ability to work independently

  • Exemplary people skills

  • Takes responsibility for own actions

  • Completes tasks on time or notifies appropriate person with an alternate plan

  • Extremely organized and efficient

  • Interest in urban and public/civic affairs ideal

  • Can travel to San Francisco every Monday

Salary and Benefits

Compensation will be commensurate with experience and qualifications. Full-time, non-exempt position. SPUR offers a rich package of fully covered medical insurance, dental insurance, vision insurance, matched retirement contribution and commuter benefit.

Contact

Applicants should email a cover letter and resume to jobs@spur.org.

The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and, skills required of personnel so assigned.

SPUR is an equal opportunity employer and does not discriminate on the basis of race, ethnicity, age, religion, gender, sexual orientation or political orientation.

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