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Administrative Assistant

The Presidio Trust is seeking an Administrative Assistant to support the Director of Park Design, Construction and Engineering, who oversees the team responsible for the design and construction of capital improvements at the Presidio.  We are looking for someone to join our team that has a good sense of humor, enjoys working with a fun group of people and has experience with or is interested in being trained up to work with project controls for construction and project management.  The 1,500-acre Presidio is richly layered in history, is a natural oasis for wildlife, plants, and people, and offers iconic views known around the world. In its third decade as a park, public awareness and enjoyment of this exceptional place continues to grow and provides one of the most unique and beautiful places to work.


As an Administrative Assistant to the Director of Park Design, Construction and Engineering (PDCE) you will take on additional duties that may include support for managers and staff within the (PDCE) Department on an as needed basis.  Must be able to communicate professionally and handle confidential information responsibly while performing a comprehensive range of support work dedicated to increasing the effectiveness of the Director and PDCE department. Supports the project controls team, compiles information for reports, schedules appointments, supports purchasing and contracting for department, and performs a broad range of office duties.


This is a full-time role with benefits.  Applications received by August 24, 2022 will receive first consideration. Interviews will be held shortly thereafter. 


Responsibilities

  • Provide project controls support to the PDCE team under the guidance of the Project Controls team and project managers, including creating and updating monthly project status reports, schedules, budgets, document management, bidding, and contract/invoice processing during planning, design, pre-construction, construction, and closeout phases.
  • Assist Project Controls and project managers in identifying risks and minimizing impacts to scope, schedule and budget, as well as budget forecasting.
  • Assist with budget preparation for PDCE and/or for various projects.
  • Compose, edit, and type correspondence and other documents, including e-mails, letters, agendas, meeting minutes, estimates, schedules, databases, spreadsheets, etc.  
  • Support travel authorizations for employees within PDCE.
  • Manage the Director of PDCE's calendar and coordinate appointments and meetings.  
  • Process invoices and purchase requests for approval. Contact vendors and purchase approved items. Reconcile purchase statement with Accounting Department.  
  • Serve as timekeeper and process timesheets for assigned employees on a bi-weekly basis. Query and produce reports as requested from the payroll system. Act as liaison between employees and Human Resources regarding timekeeping questions and issues. Serve as back-up timekeeper and act as liaison between offices.  
  • Organize and maintain file systems and file correspondence and other records.  
  • Answer incoming calls and resolve independently. Route incoming mail to all appropriate parties.
  • Provide back-up help for other administrative staff, assist department supervisors, provide project/logistics support, and stay informed on issues and projects within PDCE.  
  • Other duties as assigned.
Required Qualifications
  • Requires three years as an Administrative Assistant, or an associate's degree or equivalent from a two-year college or technical school.
  • Proficiency in MS Word, Excel, Outlook, and PowerPoint.
  • Must have ability to take the initiative and work independently; be flexible and multi-task effectively; and respond to common inquiries.
  • Trustworthy and reliable, and able to work effectively within a team.
  • Demonstrated ability to manage budgets and meet financial reporting requirements.
  • Strong analytical, numeracy and problem-solving skills.
  • A strong customer service orientation and excellent verbal and written communication skills.
  • Write routine reports and correspondence; solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Present information to top management; and make decisions concerning how and what needs to be done based on an understanding of the interrelationships between organizations, people, and issues involved.
  • Search for, assemble, and summarize information as required from files and documents as requested by or in anticipation of the needs of the supervisor.
  • Read and interpret documents such as procedure manuals, safety rules, and operating instructions for computers and other office equipment.

Desired Qualifications:

  • Bachelor's degree in a related field.
  • Previous experiences in project controls focusing on project and construction management.
  • Knowledge of Oracle software and ability to extract reports from Oracle for project information and purchasing.
  • Previous experience with records retention and archiving.
  • Proficiency in scheduling software.
  • Ability to read, analyze, and interpret complex financial reports and statements, basic legal and broad policy documents.

About the Park Development and Visitor Engagement Division
The Park Development and Visitor Engagement Division is dedicated to transforming the Presidio into a world-class national park that is a model of environmental leadership and welcomes people of all ages and backgrounds. This multi-talented division develops and implements innovative, efficient, and inclusive plans and guidelines that advance the Trust's mission and strategic goals. It develops and directs design and construction efforts that transform the Presidio's buildings, historic landscapes, natural areas, roads, trails, and utility infrastructure to support park preservation, public use, environmental remediation, and revenue generation. Working in close collaboration with our non-profit partners, National Park Services and the Golden Gate National Parks Conservancy, it delivers an array of philanthropically-funded park projects.

 
COVID-19 Vaccination Requirement
All Presidio Trust employees must be fully vaccinated against COVID-19 or obtain an approved medical or religious exemption. Employment is contingent upon submitting a COVID-19 Certification of Vaccination or qualifying for an exemption when hired.