Executive Assistant to the AIOC

San Francisco International Airport (SFO), an enterprise department of the City & County of San Francisco, has a workforce of approximately 1,700 City employees and strives to be a diverse, equitable, and inclusive employer. 

SFO’s mission is delivering an airport experience where people and our planet come first and our core values are Safety and Security, Teamwork, Excellence, Care, and Equity. Learn more about careers at SFO. 

For more information about SFO, visit www.flysfo.com. Follow us on Twitter and Facebook. 

APPOINTMENT TYPE: Temporary Exempt, Category 18: This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer. The duration of the appointment shall not exceed 36 months. 

Specific information regarding this recruitment and position are listed below:

• Application Opening: August 28, 2024
• Application Deadline: Interested applicants are encouraged to apply as soon as possible, as this announcement may close at any time after 5:00 P.M. PDT on September 06, 2024.
• Compensation Range: $85,462 - $103,922 Annually 
• Working Hours: Full-time, 40 hours per week. Shift times may vary and include weekends as needed.
• Work Location: San Francisco International Airport – Airport Integrated Operations Center. This position will be required to work onsite full-time.

You will be part of a collaborative team responsible for managing airport operations within SFO’s Airport Integrated Operations Center (AIOC). The AIOC will be our 24/7 guest centric nerve center with end-to-end visibility through a common operating picture. The AIOC will be staffed with skilled teams and decision makers that set the Daily Operations Plan, mitigate pain points and share information to promote healthy airport operations. The AIOC will be more than a room with innovative technology and skilled operators; it is a mindset that drives our day-to-day operation to create a seamless and responsive travel experience for everyone. The AIOC will create an extraordinary guest experience through centralized operational control - enabling informed, data-driven decisions and managing all reported issues with care, while working in collaboration to provide a safe, secure, and seamless guest experience.

As the Executive Assistant to the AIOC, you will provide direct assistance to the AIOC Director and administrative and secretarial support to the AIOC, Security Operations Center (SOC), and Communications Dispatch (Dispatch) teams that includes direct and matrixed team members. You will also provide receptionist duties and regularly interact with AIOC, SOC, and Dispatch staff, other SFO Commission employees, vendors, tenants, contractors, government agencies, and members of the public to field questions and share information. You will help enable seamless and efficient AIOC, SOC, and Dispatch operations through effective communication and collaboration, problem solving, and a proactive understanding of business needs to provide effective administrative support.

You are an integrated member of the AIOC and are expected to work collaboratively with all AIOC, SOC, and Dispatch personnel in addition to other SFO team members and external stakeholders to support the continuity of AIOC, SOC, and Dispatch operations.

Your Impact:

• Courteously and professionally receive incoming visitors and phone calls to the AIOC and provide assistance when appropriate, or route inquires and take messages for the appropriate staff or resource when necessary, screen incoming correspondences and route accordingly.
• Answer a wide variety of inquiries, explain AIOC, SOC, and Dispatch operations, policies and procedures, and communicate AIOC, SOC, and Dispatch information and updates to all staff.
• Coordinate new hire onboarding tasks, including badging appointments, equipment and network access, and scheduling New Employee Orientation and training; serve as a designated Authorized Signatory.
• Follow up with staff on tasks, assignments, or other work as needed by the AIOC Director.
• Manage all conference room spaces on the 4th floor, which includes preparing conference rooms for meetings, setup/take down of AV equipment, and scheduling.
• Operate office equipment and ensure adequate supplies for entire operating floor including photocopy machines, printers, etc.; order office and breakroom supplies and file any necessary work orders for ITT, facilities, and other maintenance requirements.
• Open, time stamp, sort, and distribute incoming mail, prepare and send certified letters and other correspondences as needed; perform daily mail pickup and delivery to ensure timely mailing and receipt of mail.
• Type and edit a variety of complex correspondences, memoranda, reports with a high degree of accuracy; assist with preparing PowerPoint presentations from copy or verbal instructions.
• Track purchase orders, track invoices and manage overall record keeping for various purchase orders and contracts.
• Arrange meetings and appointments for managers, including travel arrangements as required.
• Complete and submit Travel and Training Authorization (TTA) forms, expense reports, and other documents to administratively support the AIOC Director and other managers.
• Coordinate planned system tests, maintenance, and outages with electronics technicians and other subject matter experts (SMEs) and proactively communicate updates for awareness on impacts to AIOC operations; escort technicians and SMEs as needed.
• Maintain and manage a variety of files and records, such as electronic and confidential files, locker assignments, and 4th floor vehicle logs.
• Conduct daily facilities checks of the entire floor to ensure supplies are sufficient and all janitorial/cleaning issues are coordinated and addressed.
• Maintain and update daily attendance logs to record which employees are onsite or off work at any given time.
• Supervise and assign work to subordinate clerical staff.
• Perform other functions outlined in the 1450 Executive Secretary I classification.

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

1. One (1) year of verifiable executive secretarial experience providing personal and confidential administrative support for a manager by arranging appointments and assisting in the preparation of meetings, responding to public inquiries, reviewing incoming documents, composing confidential correspondence, conducting research and preparing statistical reports. Job duties must be comparable to 1450 Executive Secretary I; OR

2. Three (3) years of verifiable secretarial experience encompassing editing and independently composing letters and other correspondence utilizing computer/software/systems; researching, compiling and organizing data for various reports; and maintaining office/record systems. Job duties must be comparable to 1446 Secretary II; OR

3. Four (4) years of verifiable clerical experience performing specialized assignments, including independently composing and editing correspondence; preparing and maintaining a wide variety of records, reports and documents; researching, compiling, analyzing and organizing data for various reports. Job duties must be comparable to 1406 Senior Clerk; AND

4. Ability to type 55 words per minute (WPM).

Substitution: A recognized secretarial training program of two hundred forty (240) hours OR the equivalent of fifteen (15) semester units in graded secretarial college units, may be substituted for up to six (6) months of the required experience. Proof of satisfactory completion must be submitted at the time of filing.

LICENSE AND CERTIFICATION

Certification: Completion from a recognized secretarial training program of two hundred forty (240) hours OR the equivalent of fifteen (15) semester units in graded secretarial college units.

What you’ll bring to SFO:

• Ability to stay poised under pressure and maintain excellent quality work.
• Ability to work effectively and courteously while working alongside 
  multiple different roles and managing shifting priorities.
• Ability to learn from experience and drive a continuous improvement mindset for all team members.
• Ability to work in a fast-paced environment and have strong time management skills.
• Proficiency in Microsoft Office software (i.e., Word, PowerPoint and Excel).

Any stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring.

Verification

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process.

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application. Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

Applicants will receive a confirmation email from [email protected] that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

Every application is reviewed to ensure that you meet the minimum qualifications as listed in the job ad. Please review the articles on Employment Application and Minimum Qualifications and Verification of Experience and/or Education for considerations taken when reviewing applications.  

Selection Procedures:

After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

The selection process will include evaluation of applications in relation to minimum requirements.  Applicants meeting the minimum qualifications are not guaranteed advancement to interview.  Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates.  If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited for an interview.

Notes:  Applicants who meet the minimum qualifications are not guaranteed advancement through all of the steps in the selection procedure.

Transportation Security Administration (TSA) Security Clearance: Candidates for employment with the San Francisco Airport Commission are required to undergo a criminal history record check, including FBI fingerprints, and Security Threat Assessment in order to determine eligibility for security clearance and may be required to undergo drug/alcohol screening. Per Civil Service Commission Rule Section 110.9.1, every applicant for an examination must possess and maintain the qualifications required by law and by the examination announcement for the examination. Failure to obtain and maintain security clearance may be basis for termination from employment with the Airport Commission.

Terms of Announcement and Appeal Rights:

Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at https://careers.sf.gov/. 

Additional Information Regarding Employment with the City and County of San Francisco:

• Information About The Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Right to Work
• Copies of Application Documents
• Diversity Statement

HOW TO APPLY

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process.

• Select the “I’m Interested” button and follow instructions on the screen

Applicants may be contacted by email about this recruitment and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up to date. Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

HR Information: If you have any questions regarding this recruitment or application process, please contact People Projects Business Partner Phuong Tieu at [email protected].

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.