Executive Assistant to the CEO/CIO & Retirement Board Secretary – San Francisco Employees' Retirement System (1110) (166918)

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