Executive Assistant to the AIOC

$85,462 - $103,922/Yr

City & County of San Francisco - San Francisco, CA

Full-time - Entry Level

San Francisco, CA

1,001-5,000 employees

Executive, Legislative, and Other General Government Support

About the position

As the Executive Assistant to the Airport Integrated Operations Center (AIOC) at San Francisco International Airport (SFO), you will play a crucial role in supporting the AIOC Director and facilitating the smooth operation of the AIOC, Security Operations Center (SOC), and Communications Dispatch teams. This position is integral to the collaborative team responsible for managing airport operations, ensuring a seamless and responsive travel experience for all guests. The AIOC serves as a 24/7 nerve center, providing end-to-end visibility and operational control to enhance airport efficiency and guest satisfaction. Your responsibilities will include providing administrative and secretarial support, managing communications, and coordinating various operational tasks to ensure the AIOC functions effectively. In this role, you will be expected to interact professionally with a diverse range of stakeholders, including airport staff, vendors, contractors, and the public. You will handle inquiries, manage correspondence, and assist with onboarding new hires. Your organizational skills will be essential in managing conference room schedules, office supplies, and various administrative tasks, including tracking purchase orders and managing records. You will also be responsible for maintaining a welcoming environment for visitors and ensuring that all operational needs are met promptly and efficiently. The AIOC is not just a physical space; it embodies a mindset focused on delivering exceptional service and operational excellence. As part of this team, you will contribute to creating a positive guest experience through effective communication, problem-solving, and collaboration with various teams. Your role will require you to stay poised under pressure, manage shifting priorities, and maintain high-quality work in a fast-paced environment. Proficiency in Microsoft Office and strong time management skills will be critical to your success in this position.

Responsibilities

• Provide direct assistance to the AIOC Director and administrative support to the AIOC, SOC, and Dispatch teams.
• Receive incoming visitors and phone calls courteously and professionally, providing assistance or routing inquiries as necessary.
• Answer inquiries and explain AIOC, SOC, and Dispatch operations, policies, and procedures.
• Coordinate new hire onboarding tasks, including badging appointments and scheduling training.
• Manage conference room spaces, preparing them for meetings and ensuring AV equipment is set up and taken down appropriately.
• Operate office equipment and ensure adequate supplies for the operating floor, including ordering supplies and filing work orders.
• Sort and distribute incoming mail, prepare certified letters, and perform daily mail pickup and delivery.
• Type and edit complex correspondence, memoranda, and reports with high accuracy; assist in preparing PowerPoint presentations.
• Track purchase orders and invoices, managing record-keeping for various contracts.
• Arrange meetings and appointments for managers, including travel arrangements as required.
• Complete and submit Travel and Training Authorization forms and expense reports.
• Coordinate planned system tests and maintenance with technicians and communicate updates regarding AIOC operations.
• Maintain and manage various files and records, including electronic and confidential files.
• Conduct daily facilities checks to ensure supplies are sufficient and address any cleaning issues.
• Maintain daily attendance logs to track employee presence on-site.
• Supervise and assign work to subordinate clerical staff.

Requirements

• One (1) year of verifiable executive secretarial experience providing personal and confidential administrative support for a manager.
• Three (3) years of verifiable secretarial experience encompassing editing and independently composing letters and correspondence.
• Four (4) years of verifiable clerical experience performing specialized assignments, including independently composing and editing correspondence.
• Ability to type 55 words per minute (WPM).
• Completion of a recognized secretarial training program of 240 hours or equivalent of 15 semester units in graded secretarial college units.

Nice-to-haves

• Ability to stay poised under pressure and maintain excellent quality work.
• Ability to work effectively and courteously with multiple roles and manage shifting priorities.
• Ability to learn from experience and drive a continuous improvement mindset.
• Strong time management skills.
• Proficiency in Microsoft Office software (Word, PowerPoint, Excel).