Career Opportunity

Director of Executive Affairs - Manager I - Director's Office SFO (0922)

Recruitment: RTF0151459-01100811

Published: December 05, 2024

Apply using SmartRecruiters, the City and County of San Francisco's application portal Learn More

About:

APPOINTMENT TYPE: Permanent Exempt, Category 8: This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer. 

Specific information regarding this recruitment process are listed below:

• Application Opening:  Monday, December 2, 2024
• Application Deadline: Apply immediately.  Please be advised that interested applicants are encouraged to apply as soon as possible as this announcement may close at any time after 5:00 PM on Friday, December 13, 2024.
• Compensation Range:  $129,974 - $165,958 Annually
• Recruitment ID:  PEX-0922-151460

San Francisco International Airport (SFO), an enterprise department of the City and County of San Francisco (CCSF), has approximately 1,700 CCSF 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.

Role description

Director of Executive Affairs

The Director of Executive Affairs will provide high-level, confidential executive administrative support to the Airport Director and ensure the efficient and effective day-to-day operations of the executive office. As a member of Senior Leadership, this role requires a proactive leader with exceptional organizational and communication skills who delivers integrity, quality, trust, and the highest standards for excellence. This position will oversee executive office operations and administrative services and support communication and collaboration across the organization. This position manages sensitive and confidential information with the highest level of discretion and care. As a team member of SFO, you will embrace SFO’s core values and contribute fully to SFO’s Five-Year Strategic Plan.

You are excited about this opportunity because you will:

• Serve as the executive administrative liaison between the Airport Director and internal/external stakeholders, ensuring clear and effective communication and collaboration; exercise judgement and discretion in managing inquiries and communications.
• Strategically plan and execute the Airport Director’s schedule; coordinate complex meetings, assess and prioritize inquiries and requests employing sound strategies to solve a wide range of challenges.
• Optimize the Airport Director's time by anticipating needs and identifying critical, time-sensitive issues, coming prepared with solutions. Delegate tasks and ensure the completion of deliverables by assessing and prioritizing conflicting needs and determining appropriate courses of action.
• Develop and refine meeting agendas and briefing materials; produce and edit reports and presentations; set deadlines for deliverables.
• Draft and edit communications including speeches, memoranda, correspondence, policies, announcements, event speaking points and other materials to ensure content is clear, compelling, accessible, tailored to the audience, and in alignment with SFO core values.
• Conduct research, analyze findings, and provide evaluations and recommendations.
• Streamline and optimize administrative processes to improve efficiency and effectiveness; develop and implement best practices for enhancing workflows and communication.
• Serve as a member of Senior Staff, Executive Committee, and Committee Sponsor for Reaching for the Extraordinary Program; contribute to strategic discussions and initiatives providing valuable insights on key projects and initiatives.
• Coordinate issuance of Airport Executive Directives and policies; interpret and communicate decisions to ensure understanding and alignment.
• Oversee the annual budget for the Airport Director's Office, including budget preparation, monitoring expenditures, and financial reporting; direct the allocation of administrative resources to achieve timely outcomes and measurable goals within budget.
• Manage special projects related to administrative functions, such as office relocations and technology upgrades.
• Supervise, develop, and evaluate the performance of the Director’s Office administrative team, fostering a collaborative and productive work environment.
• Lead the Airport’s administrative support function with a focus on strategic oversight and effective coordination; partner with management staff to enhance team performance, address staffing challenges, and develop strategies that improve the efficiency of the Airport’s team of 60+ administrative professionals. Advocate for professional learning and skill enhancement, ensuring the team has access to necessary resources. Provide guidance, support, and mentorship to promote professional growth and enhance team capabilities. Champion the contributions of SFO’s administrative professionals, highlighting their value and elevating their role within the organization.

How to qualify

Desirable Qualifications:

• Proven experience providing C-Suite level support with a demonstrated ability to efficiently manage complex executive schedules and prioritize tasks effectively.
• Highly skilled communicator, demonstrating exceptional written and verbal communication skills; ability to compose and edit a wide variety of materials including correspondence, reports, speeches, meeting agendas, briefings, and reports; adept at conveying ideas clearly to diverse audiences and adapting communication styles to accommodate and elevate diverse voices and perspectives.
• Proactive problem solver, anticipating the needs of the Airport Director and the executive team and taking the initiative to address issues before they arise.
• Strategic thinker, ability to understand and align with SFO’s vision and mission; capacity to anticipate challenges and opportunities, contributing to long-term organizational goals.
• Good judgement and strong analytical skills to quickly assess situations, anticipate outcomes, and make informed decisions.
• Strong business acumen, meticulous attention to detail and the ability to manage multiple priorities in a fast-paced, high-pressure environment; exceptional organizational skills.
• Capacity to manage change and pivot quickly as business needs evolve; resilience under pressure, especially when handling unexpected challenges.
• Supervisory experience, demonstrating strong leadership and communication skills, with the ability to manage, mentor, and motivate team members.
• Proficiency in Microsoft Office Suite and other office management software.
• Ability to handle confidential information with the utmost discretion.
• Experience in budget management is a plus.

Minimum Qualifications:

Education:  Bachelor’s degree from an accredited college or university; AND

Experience:  Four (4) years of professional experience in an executive support role, providing direct support to an executive director or senior leader.

Substitution: Additional qualifying full time work experience (2000 hours equal one year) as described above may substitute up to two (2) years of the required education. One year of work experience equals to 30 semester units/45 quarter units.

Applicants will receive a confirmation email from notification@careers.sf.gov 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.

Verification of Education & Experience:
Applicants may be required to submit verification of qualifying experience at any point during the recruitment and selection process.  If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/how-verify-education-requirements.

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 consideration when reviewing applications.  

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.

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.

To find Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Counts-by-Job-Codes-and-Department-FY-2021-22.pdf.

What else should I know?

Terms of Announcement:

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

Veterans Preference

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.sf.gov/ and begin the application process. 

• Select the “Apply Now" 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 from notification@careers.sf.gov 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.

Exam Analyst Information:  If you have any questions regarding this recruitment or application process, please contact the exam analyst, Rie Butler at rie.butler@flysfo.com. 

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.