Executive Assistant (Human Resources)

The Presidio Trust is actively seeking a resourceful, mission-driven and highly-skilled Executive Assistant to join our enterprising human resources staff in the Presidio. The Human Resources team is small and highly productive – every member is highly valued.  The team services about 300 employees in professional, administrative, technical, clerical, and trades occupations. Approximately one-half of the work force is included in a bargaining unit, and the entire workforce serves under an AD pay plan. Although the Presidio Trust is a Federal agency, it is authorized under Section 103(c)(7) of the Presidio Trust Act to appoint and fix the compensation and duties and terminate employees without regard to title 5 of the United States Code or other laws related to the appointment, compensation or termination of Federal employees. The significant agency flexibilities provided by this Section are far-reaching and provide the HR professional with a work environment that is both stimulating and challenging.

 

The Presidio Trust is a dynamic workplace that calls for the highest level of professional standards – integrity is key. As the Executive Assistant to the Chief Human Resources Officer, you are a savvy professional with demonstrable initiative, creativity and flexibility. You skillfully interact within all management levels, comfortably communicating and flawlessly handling confidential and critical details. You have a knack for anticipating executive needs, and gracefully keeping them organized and prepared for the events of the day. Your confident communication skills, impeccable sense of organization, and proven track record of streamlining office operations will ensure your success in this forward-facing role.

 

Applications received by December 2, 2016 will receive first consideration. We are planning to hold the first round of interviews beginning the week of December 5, make a job offer by mid-December, and set a work start date in early January 2017.

 

Responsibilities

 

  • Deliver full and diversified administrative support to the Chief Human Resources Officer and other Trust Executives as needed; assist other Executive Assistants as needed.
  • Manage a complex calendar; screen and prioritize communications; coordinate internal and external calls, conferences, meetings and events; arrange travel; and serve as timekeeper.
  • Build relationships and liaison with others, handling highly confidential, politically sensitive, or community related issues in a professional and ethical manner.
  • Conduct research, analyze information, and prepare and distribute documents, correspondence, minutes and materials, facilitating signatures, approvals and buy-in.
  • Manage budget, including support with annual budget preparation, ongoing cost tracking and forecasting, and purchasing through Oracle.
  • Spearhead special projects and assignments, establishing objectives, determining priorities, managing time, gaining cooperation, problem-solving, and making adjustments.
  • Improve quality results by studying, evaluating, re-designing processes, and implementing changes.
  • Enhance the Human Resources Office's reputation by accepting ownership for accomplishing new and different requests, and exploring opportunities to add value to job accomplishments.
  • Update job knowledge through participation in educational opportunities, reading professional publications, maintaining personal networks, and participating in professional organizations.
  • Serve as a receptionist for the Trust HQ reception desk.

Required

 

  • At least three years' experience as an executive-level assistant in a corporate setting, OR an associate's degree or equivalent from a two-year college or technical school.
  • Polished and professional interpersonal, relationship-building, analytical, and communication skills, both verbal and written.
  • Confidential, and acts with discretion and a high degree of maturity and professionalism.
  • Highly organized with meticulous attention to detail.
  • Excellent judgment, problem-solving, and time and project management skills.
  • Flexible and able to quickly learn, adopt new technologies, and adapt to changes in systems, tools and processes.
  • Self-motivated in managing multiple projects simultaneously,
  • Advanced proficiency in Microsoft Office, file management and other automated system applications.

 

Desired

 

  • Bright, confident, and enthusiastic demeanor with passion for parks; strong desire to work for the Presidio Trust.
  • Forward-looking thinker who actively seeks opportunities and proposes solutions.
  • Working knowledge of the Trust's structure, key personnel and organizational policies and procedures.
  • Experience working with Quicktime (or similar timekeeping software) and Oracle (or similar accounting software).

 

Financial Disclosure

 

This position requires the completion of the U.S. Office of Government Ethics (OGE) Form 450, Confidential Financial Disclosure Report, both as a New Entrant into the position and annually thereafter. The purpose of the financial disclosure system is to assist employees and their agencies in avoiding conflicts between official duties and private financial interests or affiliations.

 

About Presidio Trust Human Resources

 

The Presidio Trust Human Resources office is leading some exciting organizational changes. We are about to implement our first applicant tracking system, performance management systems, and online learning management system. We are leading a new first line supervisor training specifically for Presidio Trust supervisors and managers.