Executive Operations Associate

Reports to: Chief of Local Impact
Status: Full time, exempt
Salary: Competitive, depending upon experience
Location: Flexible, remote work

 

About SPUR

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. SPUR is recognized as a leading civic planning organization and respected for our independent and holistic approach to urban issues.


Overview

SPUR works to create both a prosperous and equitable region. The Local Impact team implements SPUR’s vision for change through local action and ensures SPUR’s vision is informed by local context. The Local Impact team includes the Chief of Local Impact and City Directors in San Francisco, San Jose and Oakland.

The Local Impact team will be responsible for identifying and shaping a locally-relevant policy agenda that engages and motivates the board, identifies opportunities to demonstrate SPUR’s impact and meaningfully and measurably promotes equity across the region. The Executive Operations Associate (EOA) will be a critical part of this new team and will have a role to play in its development and long-term success.

The EOA will support the Local Impact team efforts to develop and execute a network engagement strategy across SPUR’s territory. The EOA will play a critical role in supporting the Chief of Local Impact and will serve as the main coordinator across the three cities, three city boards and expanding network of partners.

The EOA will frequently communicate with SPUR board members, local government staff, elected officials and their staff as well as community organizations and leaders, and serve as a liaison between SPUR and our partners. As such, the EOA will be a great communicator with the professionalism and judgment to work constructively across a diverse network of stakeholders

Essential Functions

Support the Chief of Local Impact (35% of time)

  • Tight/accurate management of calendar and schedule of the Chief, noting deadlines, establishing agendas and producing any information needed for meeting in advance
  • Compose draft correspondence, content for presentations, and speeches for Chief
  • Answer and return phone calls/email correspondence for Chief, as needed
  • Arrange door-to-door travel arrangements including preparation and calendaring of itinerary, trip files, and supplies
  • Record and distribute meeting minutes and action items, as requested
  • Keep personal database up to date and manage business cards
  • Complete and submit office expense reports for Chief
  • Support the Chief’s participation on boards and committee s/he/they serve on

Serve as liaison to SPUR Board Members (30% of time)                              

  • Serve as liaison for San Jose, San Francisco and Oakland “City Boards” of directors, responding to Board member inquiries, as needed
  • Schedule, prepare agendas, meeting packets and all logistics for in-person and remote City Board (tables, chairs, A/V, refreshments) for meetings
  • Take minutes and keep records as needed for each meeting 
  • Ensure contact information databases for boards members are up to date, including Board Roster, website, email list, and Google calendar, etc.
  • Support Board members’ use of Board Effect, including facilitating orientation and training of Board Effect for new Board members
  • Top level administrator for Board Effect

Serve as administrative lead for the Local Impact team (25% of time)                           

  • Support stakeholder engagement and business stewardship meetings/events, as requested
  • Maintain ongoing accomplishment tracking and office calendar of events
  • Update and maintain EOA resource memo
  • Track team lobbying activity
  • Actively maintain key stakeholder contact list(s) in SPURForce database
  • Participate as key member of SPUR Administrative Support team as needed
  • Attend All Staff, Policy Staff, and other SPUR-wide team meetings
  • Support Local Impact team in coordinating Study Tours

Office and other administration (10% of time)                               

  • Work with People Operations team on transition plans, facility improvements and other changes to office space in San Jose and Oakland
  • Handle phone, mail and email inquiries with proper judgement and route as needed
  • Create, manage, and maintain data/file system on Google Drive and in paper form
  • Maintain office supplies
  • Set up and take down in-person meeting space for meetings; receive guests for meetings and public programming events, as needed
  • Manage space rental and use of facility by others/rental
  • Schedule Local Impact team meetings and get-togethers
  • Support on ad hoc projects within other teams in the organization such as development and policy.

Required Knowledge, Skills, Abilities and Qualifications

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 Chief of Local Impact 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.

Contact

Please submit a cover letter (500 word maximum; in the body of an email) and current resume (attach as a PDF) to work-exec-ops@spur.org. Please, no phone inquiries.

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.

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