Executive Assistant and Office Manager for San Jose
Reports to: San Jose Director
Status: Full-time, exempt
Location: SPUR San Jose office
Hours: 40 hours/week, 5 days/week, available as needed for meetings and events
Through research, education and advocacy, SPUR promotes good planning and good government in the San Francisco Bay Area. We bring people together from across the political spectrum to develop solutions to the big problems cities face. With offices in San Francisco, San Jose and Oakland, we are recognized as a leading civic planning organization and respected for our independent and holistic approach to urban issues.
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 six people with SPUR San Francisco and Oakland staff rotating through the office several times a week. SPUR San Jose is a dynamic office: at times there will be public events, task force and board of directors meetings; at other times the executive assistant may be the sole person in the office.
SPUR is embedded into the community and political fabric of San Jose. The executive assistant will frequently communicate with and be exposed to city government employees, elected officials and their staff, community organizations, and serve as a liaison between SPUR and our partners.
What you will do in this job
Support the San Jose Director
- Manage extremely active calendar for the San Jose Director; Provide a “gatekeeper” and “gateway” role, creating win-win situations for direct access to their time and office.
- Ensure that the director is as efficient and effective as possible by keeping them well informed of upcoming commitments and responsibilities, anticipating their needs and providing operational support.
- Ensure a seamless work experience for the director by handling detailed, time-consuming, or unexpected tasks.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
- Provide additional support as needed, including, but not limited to, drafting communications, attending and testifying at committee and public hearings
- Prepare meeting materials including agendas, correspondence, and presentations as needed
- Provide administrative support the San Jose Policy Board, Urban Infrastructure, Business Breakfasts, Urban Catalyst Team and other development events, and task forces, as needed
- Assist with liaising and making connections between SPUR and other organizations and partners
- Make reservations and travel plans
- Answer and/or return phone calls and complete expense reports
San Jose Office Manager
- Ensure the San Jose office is clean, comfortable, organized, and properly maintained for staff and visitors
- Monitor and ensure the office has all necessary supplies and materials
- Receive and respond to phone and email inquiries
- Manage and maintain data/filing system
- Make travel arrangements for external guests to the office
- Sort, prioritize and distribute mail
- Coordinate facility repairs and improvements, as needed
- Receive and greet visitors
- Setup and take down space for meetings, as needed
- Manage space rental and use of facility by external parties, as needed
- Coordinate San Jose staff meetings and social gatherings
Liaison to San Jose Board of Directors
- Manage board member information, including attendance, contact and affiliations
- Prepare for and staff monthly San Jose board meetings
- Compile, edit and send monthly San Jose board packets
- Maintain discretion and confidentiality in relationships with all Board members
- Adhere to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters
- Take minutes and keep records for all meetings
- Be a resource for Board of Directors
Other Administrative and Organizational Support
- Assist with fundraising and policy events, including business engagement events, policy convenings, and community outreach: Send invitations, track RSVPs, coordinate on-site logistics as needed
- Support the maintenance of up-to-date information in SPUR’s membership database
- Coordinate meetings for other SPUR San Jose staff, as requested
- Manage calendar and schedule for SPUR Placemaking and Public Life Policy Director and San Jose Policy Director
Required experience and what you should be good at
- Bachelor’s degree
- An ideal candidate will have an interest in public or urban policy, local government affairs and a flair for making connections between people and organizations and forming coalitions.
- Organization – the individual effectively prioritizes work activities, manages competing demands and uses time efficiently. In doing so, the individual empowers the San Jose Director and others around them to be successful.
- Flexibility – the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
- Communication — The individual is an exemplary communicator, both orally and in writing. They are comfortable speaking in public and at ease representing SPUR to the public.
- Dependability – the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance
- Interpersonal skills – the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
- Quality control – the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
- Confidentiality, safety, security – the individual observes safety and security procedures and uses equipment and materials properly.
- Problem solving – the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
- Technical abilities — The individual has knowledge of Excel, Word, and PowerPoint, Adobe Acrobat and Google apps.
Salary and Benefits
Salary is to be determined, depending upon experience. This is a full-time, exempt position. SPUR offers a complete benefits package of health insurance, dental insurance, vision care, basic life insurance, pre-tax commuter benefits, employee assistance program (EAP) and retirement plan with twenty-five contribution matching.
Applicants should email a cover letter and resume to firstname.lastname@example.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.