SENIOR MANAGEMENT ASSISTANT (Executive Support / Office Manager) - Department of Emergency Management (1844)

The Senior Management Assistant at the City and County of San Francisco provides executive support to the General Manager, handling administrative tasks such as managing schedules, coordinating meetings, and preparing official correspondence. Responsibilities include overseeing office management, ensuring quality control of web content, and supporting grant application processes. The role involves complex administrative duties across various functional areas within the Department of Emergency Management.
Under direction and supervision of the General Manager, the Senior Management Assistant performs difficult and complex professional level administrative and/or management duties in a variety of functional areas, such as: office/operations management; budget development, administration and fiscal reporting; development and administration of contractual agreements, leases and grants; evaluation and development of management policies and procedures; management of department specific programs and functions. Performs related duties as assigned.

Essential functions of these positions include, but are not limited to:
• Provide overall administrative and management support to the General Manager, including coordinating meetings with a range of stakeholders, taking meeting notes, returning messages, managing GM’s inbox/calendar, tracking schedules, and other general administrative office tasks;
• Serve as lead coordinator for the quarterly public meetings of the regional Approval Authority, ensuring the timely drafting and dissemination of meeting agendas, coordinating and ensuring professional reports and presentations are prepared and delivered for each meeting, documenting and posting meeting minutes, and answering related administrative questions from Approval Authority members and stakeholders;
• Track and ensure completion of action items requested by the General Manager through coordination and follow up with members of the UASI Management Team;
• Prepare and develop draft content for the General Manager and/or Bay Area UASI Management Team official correspondence, including letters, memos, and policies and procedures;
• Prepare executive talking points, presentations, and reference materials for the General Manager to support their participation in Approval Authority meetings, press events, public or community engagements, and other internal and external meetings, ensuring content is clear, concise, well-organized, consistent, and error-free;
• Oversee and maintain quality control of the content on the Bay Area UASI website by ensuring all information is current, posted, and easy to navigate;
• Oversee and coordinate office management tasks for the Bay Area UASI, including ensuring that rent is paid, assisting with new staff onboarding/offboarding, ordering and monitoring supplies and equipment in accordance with City purchasing policies, and other tasks to support a well-functioning team;
• Perform required supportive administrative tasks for UASI Management Team program managers and regional workgroup chairs to ensure well-coordinated and well-executed programs on behalf of the region;
• Serve as the liaison between the UASI Management Team and departmental IT support staff to help track and troubleshoot internal IT issues or needs;
• Lead the content coordination, organization, and final formatting and design for the UASI Annual Report and any associated additional content for distribution;
• Support the administrative requirements for each grant application process, including compiling all required documentation for submission into the Web Grants system;
• Support the coordination of the annual project selection process for each of the 12 Bay Area UASI counties as required;
• Promote employee wellness and engagement activities for the UASI team
• Perform other related duties as assigned.