Executive Secretary I - Design & Construction - SFO (1450) - 165602

City and County of San Francisco•San Francisco, CA

1d•Onsite

About The Position

The Architectural Department at San Francisco International Airport (SFO) is a team of 15–20 architects dedicated to enhancing and maintaining the airport’s-built environment. The department operates under the Design and Construction Divisions, which also includes Mechanical, Electrical, Plumbing, Civil, Utilities, Construction Services and Project Management. Its primary focus is on renovations, design, and construction support. The team manages ground-up construction projects typically under 10,000 square feet, as well as interior improvements, and space reconfigurations. The team collaborates closely with a wide range of stakeholders, including Facilities, Aviation Management, Revenue Developments, Airport Operations and design consultants, to deliver thoughtful, high-quality projects that prioritize operational efficiency and enhance passenger experience. The 1450 Executive Secretary will provide executive level administrative and program coordination support to the Directors, Project Managers, and the Project Team.

Requirements

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 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 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.
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.
Applicants must meet the minimum qualification by the final filing date unless otherwise noted.
One-year full-time employment is equivalent to 2,000 hours (2,000 hours of qualifying work experience is based on a 40 hour work week). Any overtime hours that you work above 40 hours per week are not included in the calculation to determine full-time employment.

Nice To Haves

Experience providing administrative support to Director’s level.
Experience in working in the public sector with multi-layered process operations
Proactive in identifying opportunities for process optimization and enhancing existing workflows
Experience in organizing meetings with multiple stakeholders including project team members, internal and external stakeholder
Excellent organizational skills with a keen eye for detail to assist in maintaining and tracking project status within the department.

Responsibilities

Provides administrative support and ensures the successful delivery of critical projects under the Capital Improvement Plan.
Assists with oversight and performance tracking for projects under Airport’s Capital Improvement Plan.
Position functions as a key liaison between project teams, Airport leadership, and external stakeholders, ensuring transparency and accuracy in all program correspondence, communication, and reporting.
Organizes and coordinates project team meetings, preparing reports for Airport Executive and Senior Management Staff, tracking project progress, and identifying areas of risk or opportunity.
Serves as the primary point of contact for stakeholders, project managers, engineers, consultants, and construction companies to ensure the successful delivery of projects under the Architecture’s Construction Programs.
Tracks project deliverables, coordinating communications, and ensuring reports and other critical information are completed accurately and on time, this role helps maintain consistency and accountability across the program.
Provides the coordination and administrative support needed to keep the Infrastructure Project Plan moving forward.
Performs other duties as assigned.