About The Role

The Opportunity

The San Francisco Employees’ Retirement System (SFERS) is seeking a highly accomplished and experienced professional to serve as Executive Assistant to the CEO/CIO & Retirement Board Secretary , providing executive-level support to the Chief Executive Officer/Chief Investment Officer (CEO/CIO) and comprehensive administrative and governance support to the San Francisco Retirement Board.

This is a highly visible position requiring exceptional judgment, discretion, professionalism, and organizational skills. The Executive Assistant to the CEO/CIO & Retirement Board Secretary works closely with the CEO/CIO, members of the Retirement Board, SFERS executive leadership and staff, City officials and departments, and external partners.

The position requires an individual who can operate effectively in a complex public-sector environment, exercise sound independent judgment, anticipate needs and priorities, and manage multiple sensitive and time-critical matters with accuracy and discretion. The successful candidate will possess exceptional written and verbal communication skills, meticulous attention to detail, and the ability to represent the CEO/CIO and SFERS professionally in interactions with a broad range of internal and external stakeholders.

Executive Support to the CEO/CIO

The Executive Assistant to the CEO/CIO & Retirement Board Secretary provides comprehensive executive-level administrative support to the CEO/CIO and is responsible for coordinating the CEO/CIO’s schedule, meetings, communications, travel, and related activities.

Responsibilities include

Serve as a principal point of contact for individuals and organizations seeking to engage with the CEO/CIO, exercising appropriate judgment in facilitating communications, requests, and follow-up.
Prepare, review, edit, and organize executive correspondence, briefing materials, reports, presentations, agendas, and other materials in support of the CEO/CIO’s meetings, engagements, and responsibilities.
Manage a complex and frequently changing executive calendar, exercising sound judgment in prioritizing and coordinating meetings, engagements, and commitments involving SFERS leadership and staff, Retirement Board members, City officials and departments, and external organizations and professional partners.
Anticipate scheduling needs, competing priorities, deadlines, and other matters requiring the CEO/CIO’s attention, and proactively address potential conflicts or issues.
Track commitments, assignments, deadlines, and action items requiring the CEO/CIO’s attention or follow-up.
Arrange and coordinate business travel, conference participation, and related logistics.
Conduct research and coordinate special projects and assignments at the direction of the CEO/CIO, including matters involving SFERS divisions, City departments, and external organizations.
Coordinate sensitive, confidential, and time-critical matters requiring a high degree of discretion and judgment.
Identify and recommend improvements to administrative procedures, processes, and workflows related to assigned responsibilities.

Retirement Board Support & Governance

The Executive Assistant to the CEO/CIO & Retirement Board Secretary also serves as Secretary to the San Francisco Retirement Board and provides comprehensive administrative and logistical support to the Board and its committees. In this capacity, the position is responsible for the effective coordination and administration of Board meetings and related activities and serves as a central point of coordination among the Retirement Board, CEO/CIO, and SFERS staff.

Responsibilities include

Coordinate the scheduling and administration of Retirement Board and committee meetings, working with the CEO/CIO, Board members, executive staff, and other appropriate parties to develop agendas and ensure the timely preparation and distribution of meeting materials.
Attend Retirement Board and committee meetings and perform the official duties of Board Secretary, including calling agenda items, documenting motions and recording votes, tracking Board actions and directives, and preparing accurate and complete official meeting minutes.
Maintain official Board records and documentation, including calendars, correspondence, meeting records, decisions, assignments, and action items, and coordinate appropriate follow-up.
Coordinate Board member travel, conference attendance, registrations, reimbursements, and related logistical arrangements.
Coordinate Board elections and other Board administrative activities, as assigned.
Provide administrative and logistical support for special meetings, trainings, and other Board activities.
Ensure that Board-related matters are handled in a timely, accurate, professional, and confidential manner.

The Ideal Candidate

The ideal candidate will be an experienced executive support professional with a demonstrated record of providing high-level support to senior executives and, preferably, governing boards, commissions, or similar bodies.

The successful candidate will demonstrate

Substantial experience providing direct administrative support to a chief executive, agency or department head, senior executive, or comparable leader.
Experience supporting a governing board, commission, board of directors, or similar body, preferably in a public-sector or other highly regulated environment.
Exceptional organizational and calendar-management skills, including the ability to manage complex schedules, competing priorities, and changing circumstances.
Excellent written and verbal communication skills, including demonstrated ability to prepare and edit professional correspondence, meeting materials, reports, and other executive-level documents.
Experience coordinating formal meetings, including preparation of agendas and supporting materials, meeting logistics, documentation, and minutes.
Exceptional attention to detail and a demonstrated commitment to accuracy and completeness.
Sound judgment and discretion in handling confidential, sensitive, and high-profile matters.
Demonstrated ability to anticipate needs, identify potential issues, and take appropriate action with limited direction.
Ability to establish and maintain effective professional relationships with senior executives, Board members, City officials, staff, external professionals, and members of the public.
Ability to manage multiple assignments and deadlines while maintaining a high level of responsiveness, organization, and professionalism.
Strong proficiency with contemporary office productivity, scheduling, collaboration, document-management, and virtual meeting technologies.

Education

Possession of a baccalaureate degree from an accredited college or university, preferably with a major in public administration, business administration, or closely related degree; AND

Experience

Five (5) years of progressively responsible administrative experience.

Substitution

Appropriate experience may be substituted for education on a year for year basis.

Verification

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at https://sfdhr.org/how-verify-education-requirements .

Note : Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.

All work experience, education, training, and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application. Applications completed improperly may be cause for ineligibility or disqualification.

SELECTION PROCEDURES

Applications will be screened for relevant qualifying experience. Additional screening mechanisms may be implemented in order to determine candidates’ qualifications. Only those applicants who most closely meet the needs of the Department will be invited to participate in the selection process. Applicants meeting the minimum qualifications are not guaranteed advancement in the selection process.

Additional Information / What else should I know?

Information About The Hiring Process
Conviction History
Employee Benefits Overview   
Equal Employment Opportunity  
Disaster Service Worker
ADA Accommodation
Seniority Credit in Promotional Exams
Veterans Preference
Right to Work
Copies of Application Documents
Diversity Statement

HOW TO APPLY

All applicants must submit a  resume and completed job application  (all sections, including Experience and Education, must be completed) in order to be considered. Resumes will not be taken as a substitute for completing the application.  

Applications for City and County of San Francisco jobs are only accepted through an online process.

Visit careers.sf.gov and begin the application process. Select the “I’m Interested” button and follow instructions on the screen

Applicants may be contacted by email about this recruitment and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received .

If you have any questions regarding this recruitment or application process, please contact SFERS Human Resources Manager, Michael Nettles, at [email hidden] .

All your information will be kept confidential according to EEO guidelines.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.