The Presidio Trust is seeking an Administrative Assistant who will support the Business the Business Division’s Real Estate Asset Management Departments – Commercial, Hospitality and Residential. The Presidio Trust is an innovative federal agency that stewards and shares the history, beauty, and wonder of the Presidio for everyone to enjoy forever. The ancestral homeland of the Ramaytush Ohlone, the Presidio was once a military post under three flags. Today, it is a surprising national park site spanning 1,500 acres at the Golden Gate. Its rare natural habits, inspiring views, and world-class trails are a local and global attraction. It is among the most biologically diverse parks in America and a popular destination with beaches, museums, restaurants, hotels, homes, and offices.

As the Administrative Assistant to three directors within the Business Division, and their teams, you will provide a wide range of administrative tasks, including calendar management, coordinating appointments and meetings, budget and annual plan support, file and records management, purchasing goods and services, and supporting department operations that is integral in maintaining the efficiency and effectiveness of these departments. The role demands a blend of professionalism, organizational skills, and the ability to manage multiple priorities, embodying the Trust’s commitment to excellence and service.

This is a full-time position with benefits and a starting pay range of $64,261 to $75,511, based in the SF Bay Area. The starting base salary is dependent on the experience and qualifications of the candidate. Applications received by October 5, 2024 will receive first consideration.

Responsibilities

Provide daily administrative support through a variety of tasks and functions to ensure effective operation of the departments.
Manage the various Department head calendars, including scheduling appointments, meetings and coordinating travel arrangements.
Research, compose, edit, and assemble correspondence and other documents, including e-mails, letters, agendas, meeting minutes, estimates, schedules, databases, spreadsheets, packets, etc.
Manage and coordinate internal and external meetings, events, and tours (in-person and virtual). This may include pre-event planning, purchasing, set-up, break-down, greeting, distributing meeting agendas and minutes, and other logistics.
Process visa purchase requests and purchase orders through Oracle for necessary supplies and services utilized by the departments. Manage invoice approvals and reconcile visa card statements with the Accounting Department
Complete Travel Authorizations, Travel Questionnaires, expense reports, and Travel Vouchers for departments’ staff; review materials for completeness, accuracy, agreement with itinerary, and compliance with regulations and procedures.
Serve as timekeeper for the assigned departments, managing timesheets on a biweekly basis, addressing payroll queries and liaising with Employee Support Services regarding timekeeping issues; serve as back-up timekeeper as designated.
Assist in budget preparation and financial management for the departments, including tracking and reporting in compliance with Trust requirements.
Support the maintenance of departments’ SharePoint file systems and physical files; serve as the departments’ coordinator for records management.
Act as on-site coordinator for assigned projects, distribution of supplies and uniforms, maintenance of office materials and equipment, and other administrative duties that must be carried out in person.
Support annual operating plan tracking and reporting, and monthly reporting (reminders, coordination, meetings, publishing).
Administer the onboarding and off-boarding of employees, contractors, and vendors. Conduct orientation sessions to familiarize them with the office administrative policies and operations.
Route incoming calls, e-mails, and correspondence to appropriate parties as needed.
Provide back-up help for other administrative staff, staying informed on issues and projects within the work unit served.
Other duties as assigned.

Required Qualifications

Three (3) years’ experience at an executive-level assistant and/or office management in a business setting, OR
Associate degree or equivalent from a two (2) year college or technical school.
Strong interpersonal and organizational skills, work ethic, and commitment to providing excellent customer service, while establishing and maintaining effective working relationships.
Ability to think strategically, multi-task, attend to detail/deadlines, work well under pressure, and balance and prioritize multiple competing demands.
Excellent oral and written communications.
Ability to understand and work accurately with financial figures. Experience with accounting procedures.
Self-motivated to manage multiple projects simultaneously, excellent problem-solving skills, and ability to be flexible and adapt with change.
Ability to anticipate, triage, and resolve practical problems considering interrelationships between organizations, people, and current issues.
Proficient with computer systems and skills including Microsoft Office Word, Excel, Outlook, and PowerPoint, as well as ability to learn new software skills

Desired Qualifications

Experience with one or more of the following systems:
- Oracle (or other purchasing/database system)
- Quicktime (or other payroll system)
- Yardi software
- Smartsheet
Experience in Real Estate
Experience in Hospitality

Background Check
This position is subject to an employment background check which shall consist of a review of applicable county, state and Federal criminal and civil records, state bankruptcy indexes, driver’s license, education, and employment history. An individual’s granting of a background check and resulting report is voluntary. However, employment is contingent upon the successful completion of an employment background check. The Presidio Trust may refuse to hire an individual, may rescind an offer of employment to an individual, or may review and terminate the employment of a current employee not successfully completing the background check. The Presidio Trust follows the Fair Chance Act. To learn more, visit www.presidio.gov/about/presidio-trust/the-fair-chance-act.

The Presidio Trust is an equal opportunity employer, offering a competitive benefits package. Guided by our values of service, inclusiveness, stewardship, responsibility, and sustainability, we are committed to embedding diversity, equity, inclusion, and accessibility into all elements of our work. To learn more, visit www.presidio.gov/about/presidio-trust/careers.