Administrative Assistant

The Presidio Trust is seeking an Administrative Assistant to support the Building Stewardship Department. Once an Army post, today the 1,500-acre Presidio of San Francisco is one of America’s most surprising and visited national park sites, located right at the Golden Gate. Its nature, trails, views, restaurants, museums, hotels, homes, and offices are a global attraction yet a bus ride away for millions of people.

The Buildings Stewardship Administrative Assistant provides administrative support to the department director, managers, and supervisors and ensures overall smooth operation of the department. Responsibilities include but are not limited to telephone and email coverage, calendar management, meeting management, budget and annual plan support, file management, human resources administration, correspondence preparation and tracking, purchasing goods and services, and supporting department operations. Excellent communications skills, an ability to manage multiple tasks and priorities, an orientation toward detail, and high touch customer service are key to this role, along with the ability to handle confidential information.

This is a full-time position with benefits and a starting pay range of $60,911 to $71,574. The starting base salary is dependent on the experience and qualifications of the candidate. Applications received by March 29, 2024, will receive first consideration.

Responsibilities

· Under the direction of the department director, manage the practical and technical aspects of office administration; support department staff with administrative tasks and functions.

· Manage the Building Stewardship Department calendar of team meetings.

· Manage and coordinate internal and external meetings, including meeting agendas and minutes, and other logistics. This may include meetings with Presidio Trust staff, government officials, media, potential sponsors, community leaders, and partner organizations.

· Assist in the administration of the department budget, including tracking, monitoring expenses, reporting, and monitoring controls, and ensuring compliance with Trust requirements.

· Maintain the department’s online SharePoint file system and any physical files; serve as the department coordinator for records management. Ensure the department’s TrustNet intranet site is updated and accurate. Maintain the repository of department policies and procedures.

· Serve as timekeeper and process timesheets for assigned employees on a bi-weekly basis. Act as liaison between employees and ESS regarding timekeeping questions and issues. Serve as back-up timekeeper and act as liaison between offices

· Process visa purchase requests and purchase requests through Oracle for the full range of services and/or supplies/materials utilized for department’s operating and capital projects, as well as day-to-day operations

· Provide back-up and administrative support within the Business Division

· Provide support to department supervisors and managers

· Provide project/logistics support and stay informed on issues and projects within the Building Stewardship Department

· Provide support to Team Members (staff) within Building Stewardship

· Assist with Procurement/Accounting processes, i.e., de-obligation requests, reclassification of expenses requests, follow-up and/or route inquiries related to PR and invoice issues

· Coordinate ordering of prescription safety glasses for Team Members (staff)

· Provide support to supervisors/managers with employee onboarding/offboarding

· Other duties as assigned

Required Qualifications

· Three (3) years’ experience at an executive-level assistant and/or office management in a corporate setting, OR

· Associate degree or equivalent from a two (2) year college or technical school.

· Strong interpersonal and organizational skills, work ethic, and commitment to providing excellent customer service, while establishing and maintaining effective working relationships.

· Ability to think strategically, multi-task, attend to detail/deadlines, and work well under pressure.

· Excellent oral and written communications.

· Self-motivated to manage multiple projects simultaneously, excellent problem-solving skills, and ability to be flexible and adapt with change.

· Ability to anticipate, triage, and resolve practical problems considering interrelationships between organizations, people, and current issues.

· Problem-solving orientation

· Proficient with accounting principles and computer skills including Microsoft Office Word, Excel, Outlook, and PowerPoint, Oracle and QuickTime.

Desired Qualifications

• Working knowledge of the Trust’s structure, key personnel, and organizational policies and procedures.
• Experience with Yardi
• A passion for the mission and values of the Presidio Trust.

About the Presidio Trust Building Stewardship Department

The Department's mission is to make the Presidio thrive by keeping the buildings and infrastructure of this beautiful park in excellent shape and by providing outstanding customer service to everyone we meet. We are proud of our role in making the Presidio successful and look forward to welcoming you to help us continue to excel.

Background Investigation and Review

The Presidio Trust has identified this position as subject to an employment background investigation which shall consist of a review of applicable county, state and Federal criminal and civil records, state bankruptcy indexes, driver’s license. An individual’s granting of a background investigation and resulting report is voluntary. However, employment in this sensitive position is contingent upon the successful completion of an employment background investigation. The Presidio Trust may refuse to hire an individual, may rescind an offer of employment to an individual, or may review and terminate the employment of a current employee not successfully completing the background investigation.

The Presidio Trust is an equal opportunity employer, offering a competitive benefits package. To apply, download the employment application from our website at www.presidio.gov/presidio-trust/jobs and submit your application to our email address listed on our website.

Job Type: Full-time

Pay: $60,911.00 - $71,574.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Required)

Experience:

• Office management: 3 years (Required)

Work Location: Hybrid remote in San Francisco, CA 94129