Senior Staff Assistant Job in San Francisco, California Us
Under limited supervision, serves as administrative liaison between manager and direct reports and others within and outside the organization by providing advanced, highly responsible administrative support. Activities range from routine to moderately complex, requiring a greater level of judgment and initiative to determine proper approach or action to take in non-routine situations and extensive knowledge of the organizational unit served including typical operating policies, procedures, and protocols, and administrative concepts, principles and accepted practices in the occupation.
Essential Functions:
- Serves as administrative liaison between manager and direct reports and others within and outside the organization
- Ensures smooth functioning of department/assigned area of responsibility
- Coordinates activities between department and outside
- Coordinates administrative workflow of the department, and recommends new processes as needed
- Handles travel arrangements, arranges events (e.g., research hotel and conference facilities; arrange banquets; manage printing and production of promotional materials; coordinate AV and all other needs with third parties)
- Assesses urgency/priorities, accepts or declines appointments and meetings and/or arranges for representation by subordinate-level staff member on own initiative and discretion and based on priorities, commitments and current projects
- Appropriately refers substantive questions / key business issues to others and follows up to ensure resolution on behalf of manager
- Assesses problems and develops solutions following general policies and procedures.
- May delegate problems or requests to staff members for resolution
- Performs special assignments for manager, which requires researching and collecting information needed to complete projects or reports; locating, analyzing and summarizing data to identify variances and provide recommendations; and producing reports requiring specialized content knowledge, which may be the basis of significant decisions
- Uses a variety of software to prepare and format interoffice communications, letters, reports, confidential documents, etc.
- Prepares organization charts, presentations, etc. using desktop publishing
- Manages existing databases such as Access, which include data entry, identifying and correcting data inaccuracies, and running standard and ad hoc reports from existing databases
- Manages department budget and makes recommendations to manager
- Independently tracks and compiles expense receipts; prepares monthly expense reports
- Performs other related duties following standard office routine, practices and procedures or instructions
- No supervisory responsibilities
Qualifications:
Basic Qualifications:
- 5+ years' experience performing administrative support functions for department managers
- Experience in coordinating and providing support to large complex projects
- High School or GED required; BA/BS preferred.
- Excellent customer service and oral and written communication skills required.
- Advanced level proficiency with e-mail software, Microsoft Word and with any of the following office technology (required only if applicable to department's needs): PowerPoint. Excel or Access.
- Must be able to work in a Labor-Management Partnership environment
Preferred Qualifications:
- Microsoft Access preferred.
Skills Testing: Advanced level Word, Excel, PowerPoint.
Schedule: Additional hours may be available based on needs of the unit. Hours and days may vary based on operational needs.