Executive Operations Assistant to the CEO

About SPUR
SPUR is a nonprofit public policy organization in the San Francisco Bay Area. Through research, education and advocacy, SPUR works to create an equitable, sustainable and prosperous region, where all people thrive. We bring people together from across the political spectrum to develop solutions to the big problems cities face. With offices in San Francisco, San José and Oakland, we are recognized 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 monthly expense reports.
• Support CEO email management.

Liaison to the Board of Directors

• Staff and host the monthly Executive Committee meetings & quarterly board meetings, including preparing board packets, materials, tracking RSVPs and attendance, room set-up, and taking minutes. Support management of SPUR's committees.
• In collaboration with the CEO and other staff and consultants, execute the annual SPUR Board retreat.
• In collaboration with the CEO 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 support select Board sub-committees 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 a general point of contact for questions from the Board and about the Board.
• Ensure compliance with SPUR bylaws.
• Serve as in-house expert on Board communication and organization systems, including the Board Drive (Google Shared Drive), Google Groups, and Google Calendar.

Special Projects

• Manage the annual City 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.
• Support the Finance & People Operations Team and Senior Leadership Team with organizational initiatives as assigned.
• Depending on experience and interest, the Executive Operations Associate to the CEO may take on additional projects outside of the job description.

Hiring Timeline
If we receive a sufficient pool of candidates over the next week then we will close the window to accept candidates on March 5th.
Requirements
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.

Hiring Timeline
If we receive a sufficient pool of candidates over the next week then we will close the window to accept candidates on March 5th, so we can move the process along.
Benefits
The salary range for this position is $80,000-90,000 depending on 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.
Hybrid Work Environment
At SPUR the health of our employees and their families is our top priority. SPUR has a hybrid workplace model defined by a combination of remote and in-person work. We have mandatory all staff in-person days on Monday and Wednesday and staff may be required to attend other in-person meetings, events and programs as needed. All policies are subject to change as relevant health orders change.
Equal Opportunity Employer
SPUR is an equal opportunity employer with a strong organizational commitment to respecting differences of all kinds. SPUR prohibits unlawful discrimination against any employee or applicant for employment based on race, color, religion, sex, gender identity, age, sexual orientation, political orientation or disability or any other basis prohibited by law. In that spirit, we strongly encourage applications from people of color, persons with disabilities, women, LGBTQ applicants and others that will contribute to the diversity of our staff.
Applicants With Disabilities
Reasonable accommodations will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.
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.