Special Assistant, Office of the CEO

Organization/Opportunity

The Bay Area Council is one of California’s most influential public policy and advocacy organizations, working to maintain the Bay Area as the global center of innovation. Our members include many of the region’s largest and most prominent companies. Through public policy and advocacy, we focus on building more housing, increasing investment in transportation, eliminating homelessness, modernizing our workforce, creating a more inclusive economy, and protecting the environment, among other key initiatives. We consistently achieve results by bringing together top business, government and community leaders and implementing bold and actionable solutions.

We are currently seeking a highly-organized and motivated individual who wishes to join our team of friendly and professional people who are also motivated and passionate about keeping the Bay Area the greatest place to live and work.

Position Summary

The Special Assistant, Office of the CEO, will thrive in an intense environment with the ability to work well within a cross-functional team environment and diverse communities.

As Special Assistant, Office of the CEO, you will work closely with both the CEO and the Director of Government Relations, while reporting directly to the Director of Governance.  You will be responsible for providing comprehensive support to the CEO and his office.  This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.  You will possess the ability to stay focused on key priorities, while juggling multiple tasks. You will wear different hats as you interact with high level people, coordinate complex schedules, assist with important events and activities across the region, and support a range of special projects for the CEO and the Director of Governance.  Your attention to detail, professional phone manner, positive outlook, curiosity and drive make you the perfect fit for this role.

Primary Duties and Responsibilities

• Provide sophisticated calendar management for the CEO.  Prioritize inquiries and requests while troubleshooting conflicts, make judgements, and recommendations to ensure day-to-day engagements.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects, designing and producing complex documents, reports and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements, and completing expense reports.
• Serve as a primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.  Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Work closely with the Director of Governance and the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.  Anticipate the CEO’s needs in advance of all meetings, conferences, etc., ensuring he is informed and well prepared ahead of time.
• Work with the Director of Governance and the Executive Team to coordinate the CEO’s outreach activities.  Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Maintain open communications and act as a liaison between the CEO and the BAC team to help support and coordinate projects with all other departments within the organization.
• Support other event and meeting planning and coordination as required
• Provide hospitality to all guests and help to create a welcoming environment.
• Answer phones and respond to inquiries in a professional and timely manner.
• Other projects/duties as assigned for the overall benefit of the organization.

In addition, you will also work with the Director of Governance in coordinating with departments across the organization to ensure continuity, collaboration, and optimization of the greatest revenue opportunities for the organization.  You will interact with the CEO, CFO, COO, Membership Department, Economic Institute and Events Department on opportunities which currently include, but may not be limited to:

• Member Relations
• Major BAC fundraising events and other sponsored events
• BACEI report and study sponsorships
• Grant Funding Opportunities
• BACF Capital Campaign
• New California Coalition

Qualifications/Experience

• Minimum of 2 years education and/or 4 years professional work experience.
• Strong ability to execute work with a diversity, equity and inclusion lens.
• High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, elected officials, staff, community leaders, donors and funded partners.
• Strong verbal and written communication skills including proofreading and editing capabilities.
• Proficiency with Microsoft Office, Adobe Acrobat, and both web and cloud-based applications; ability to design and edit graphic presentations and materials.
• Proficiency in database contact records management. Experience with Salesforce a plus.
• Ability to adhere to and meet deadlines.
• Make appropriate and informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Possess creative and solution-oriented problem-solving skills.
• Work well within teams - ability to build constructive working relationships with others and treat others with dignity and respect at all times.
• Excellent judgment is essential.
• Ability to switch gears at a moment’s notice.

Compensation and Benefits

• This position is an outstanding opportunity for a highly-motivated individual who desires a pivotal role in a highly-respected organization. The salary is competitive and will be commensurate with the candidate’s experience.
• Medical, dental, and vision insurance is 100% paid by the employer for the employee and 50% coverage for all dependents will be paid by the employer with the employee carrying the other 50%.
• Long-term disability, short-term disability and life insurance policy of up to one (1) times the employee’s annual salary.
• Paid time off (PTO) of 20 days per year for the first 4 years, then 25 days thereafter.
• Eleven (11) Paid Holidays.
• Employer sponsored 401(k) plan with an employer match of 12 percent.
• Mobile Phone reimbursement up to $55.00 per month.
• Wellness stipend of $25.00 per month (certain qualifications must be met).
• Commuter stipend or work from home stipend provided monthly.

Equal Opportunity Employer

The Bay Area Council is an equal opportunity employer committed to an inclusive work environment and to building a team that reflects the rich diversity of our community.  Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender differences or identity, national origin, age, marital status, protected veteran status, or disability status.  Answers to application questions will be used for applicable, job-related reasons only.

How to Apply

Please submit both your resume and a cover letter as one pdf email attachment with your last name and “Special Assistant” in the file name (i.e., Smith_SpecialAssistant) to srobinson@bayareacouncil.org.  Applications will be accepted and reviewed until the position is filled.