Executive Operations Associate to the CEO
Through research, education and advocacy, SPUR works to create an equitable, sustainable and prosperous region. We bring people together from across the political spectrum to develop solutions to the big problems the region faces. With offices in San Francisco, San José and Oakland, we are recognized as a leading civic planning organization and respected for our independent and holistic approach to urban issues.
Executive Support to the CEO
- Manage extremely active calendar for CEO; Provide “gatekeeper” and “gateway” role, creating win-win situations for direct access to CEO’s time and office.
- Help manage the CEO’s time based closely on her priorities. Effectively operate as the coordinator of her time to ensure every week most closely represents her most important priorities and focus.
- Collect and drive a list of key decisions and action items the CEO needs to prioritize each month.
- Maintain a proper system of prioritizing the most important relationships (both external and internal) and make recommendations for whom the CEO should interact with in any given month.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
- Ensure that the CEO is as efficient and effective as possible by keeping them well informed of upcoming commitments and responsibilities, ensuring the calendar reflects their priorities, anticipating their needs and providing operational support.
- Execute special projects on behalf of the CEO, including but not limited to convenings, VIP dinners, research projects or graphic design projects as assigned.
- Ensure a seamless work experience for the CEO by handling detailed, time-consuming, or unexpected tasks.
- Prepare communication and research for the CEO, including but not limited to, letters, organizational updates and memos, articles and external presentations.
- Accompany the CEO to meetings as necessary, capture all information and manage follow-up actions and communications.
- Maintain an effective documentation and filing system for all materials related to the CEO.
- Organize all travel arrangements for the CEO.
- Complete expense reports.
- Support CEO email management.
- Lead archival of SPUR historic and reference materials in the Urban Center archives library as needed, as needed.
- Lead indexing and shelving of SPUR Penthouse library and supervise use of the materials, as needed.
Liaison to the Board of Directors
- Staff and host the monthly Executive Board meetings, including preparing board packets, materials, tracking RSVPs and attendance, room set-up, and taking minutes.
- In collaboration with the Local Impact team, support Board operations and events, such as monthly City Board meetings, All-Board events, and other convenings.
- Depending on organizational needs, provide additional scheduling support for the Local Impact Team.
- In collaboration with the CEO, Local Impact Team, Chief of Staff, and other staff and consultants, execute the annual SPUR Board retreat.
- In collaboration with the CEO and Local Impact Team, support the Board Nominating Committee process, including maintaining board rosters and term information, setting and meeting internal process deadlines, organizing orientation and acknowledging members moving off the board.
- In collaboration with CEO and Local Impact Team, support select Board subcommittees with agenda development, note-taking, and communication as needed.
- Ensure that all board member information is accurate and up-to-date in all places where board information appears.
- In collaboration with SPUR staff, produce the monthly Director’s Report.
- Ensure proper filing and archiving of minutes, agendas, and resolutions.
- Serve as general point of contact for questions from the Board and about the Board.
- Ensure compliance with SPUR bylaws.
- In collaboration with Local Impact Executive Operations Associate, serve as in-house expert on Board communication and organization systems, including the Board Drive (Google Shared Drive), Google Groups, and Google Calendar.
- Support the Finance and People Operations Director in onboarding as needed.
- In collaboration with the Finance and People Operations Director, organize regular staff social events, celebrations, and community-building opportunities.
- In collaboration with the Finance and People Operations Director, support staff in hiring, onboarding, and offboarding interns as needed.
- Support the People Operations Team and Senior Leadership Team with organizational initiatives as assigned.
- Manage the annual Study Trip, including logistics planning, budget and agenda development, liaising with speakers, managing SPUR staff and attending and lead staffing for the week-long event.
- The Executive Operations Associate may, as needed, support development functions such as salesforce database management and contact management related to fundraising and engagement.
- Depending on experience and interest, the Executive Operations Associate to the CEO may take on additional projects outside of the job description.
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.
- Problem-solving – the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
- 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.
- 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.
- Oral communication – the individual speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.
- Written communication – the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
- Responsiveness – the individual responds promptly to all forms of communication.
- Planning/organizing – the individual prioritizes and plans work activities and uses time efficiently.
- 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.
- Empathy - the individual has the ability to understand the CEO’s day-to-day needs, and manage the calendar and other tasks accordingly.
Salary and Benefits
The minimum salary is $60,000 and 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 percent contribution matching.
Applicants should email a cover letter and resume to work-EOA@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.