Executive Operations Assistant to the CEO

About SPUR

SPUR is a nonprofit public policy organization in the San Francisco Bay Area. Through research, education and advocacy, SPUR works to create an equitable, sustainable and prosperous region, where all people thrive. We bring people together from across the political spectrum to develop solutions to the big problems cities face. With offices in San Francisco, San José and Oakland, we are recognized and respected for our independent and holistic approach to urban issues.

Core Responsibilities

Executive Support to the CEO

• Manage extremely active calendar for CEO; Provide “gatekeeper” and “gateway” role, creating win-win situations for direct access to CEO’s time and office.
• Help manage the CEO’s time based closely on his priorities. Effectively operate as the coordinator of his time to ensure every week most closely represents his most important priorities and focus.
• Collect and drive a list of key decisions and action items the CEO needs to prioritize each month.
• Maintain a proper system of prioritizing the most important relationships (both external and internal) and make recommendations for whom the CEO should interact with in any given month.
• Prioritize conflicting needs; handle matters expeditiously, proactively, confidentially, and follow through on projects to successful completion, often with deadline pressures.
• Ensure that the CEO is as efficient and effective as possible by keeping them well informed of upcoming commitments and responsibilities, ensuring the calendar reflects their priorities, anticipating their needs and providing operational support.
• Execute special projects on behalf of the CEO, including but not limited to convenings, VIP dinners, research projects or graphic design projects as assigned.
• Ensure a seamless work experience for the CEO by handling detailed, time-consuming, or unexpected tasks. 
• Prepare communication and research for the CEO, including but not limited to, letters, organizational updates and memos, articles and external presentations.
• Accompany the CEO to meetings as necessary, capture all information and manage follow-up actions and communications.
• Maintain an effective documentation and filing system for all materials related to the CEO.
• Organize all travel arrangements for the CEO.
• Complete monthly expense reports.
• Support CEO email management.
• Support CEO social media presence.

Liaison to the Executive Committee

• Staff and host the monthly Executive Committee meetings including preparing packets, materials, tracking RSVPs and attendance, room set-up, and taking minutes. Support management of SPUR’s committees.
• In collaboration with the CEO, the board liaison and other SPUR staff and consultants, execute the annual SPUR Board retreat.
• In collaboration with CEO, support select Board sub-committees with agenda development, note-taking, and communication as needed.
• In collaboration with SPUR staff, produce the monthly Director’s Report. 
• Ensure proper filing and archiving of minutes, agendas, and resolutions for Executive Committee.
• Ensure compliance with SPUR bylaws.
  

Special Projects

• The Executive Operations Assistant may, as needed, support development functions such as salesforce database management and contact management related to fundraising and engagement.
• Support the Finance & People Operations Team and Senior Leadership Team with organizational initiatives as assigned.
• Depending on experience and interest, the Executive Operations Associate to the CEO may take on additional projects outside of the job description.

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

• Problem-solving – the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
• Flexibility – the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability – the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance
• Interpersonal skills – the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
• Oral communication – the individual speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.
• Written communication – the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Responsiveness – the individual responds promptly to all forms of communication.
• Planning/organizing – the individual prioritizes and plans work activities and uses time efficiently.
• Quality control – the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality. Confidentiality, safety, security – the individual observes safety and security procedures and uses equipment and materials properly.
• Empathy - the individual has the ability to understand the CEO’s day-to-day needs, and manage the calendar and other tasks accordingly.

Compensation

The salary range for this position is $80,000-90,000 depending on experience. This is a full-time, exempt position. SPUR offers a complete benefits package of health insurance, dental insurance, vision care, basic life insurance, pre-tax commuter benefits, employee assistance program (EAP) and retirement plan with twenty-five percent contribution matching.

Hybrid Work Environment

At SPUR, the health and well being of our employees and their families is our top priority. While SPUR operates under a hybrid workplace model that includes both remote and in-person work, this role is primarily in-person. The CEO is typically in the office five days a week and the nature of this position requires regular, on-site presence to support in-person collaboration and day-to-day responsibilities. We have mandatory all staff in-person days on Monday and Wednesday and staff may be required to attend other in-person meetings, events and programs on and off site as needed. All policies are subject to change as relevant health orders change.

Equal Opportunity Employer

SPUR is an equal opportunity employer with a strong organizational commitment to respecting differences of all kinds. SPUR prohibits unlawful discrimination against any employee or applicant for employment based on race, color, religion, sex, gender identity, age, sexual orientation, political orientation or disability or any other basis prohibited by law. In that spirit, we strongly encourage applications from people of color, persons with disabilities, women, LGBTQ applicants and others that will contribute to the diversity of our staff.

Applicants With Disabilities

Reasonable accommodations will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.

The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so assigned.