1840-Junior Management Assistant

City and County of San Francisco; San Francisco (CA); On-site; USD 86,000 - 105,000; Full time

Job summary

City and County of San Francisco is seeking a Junior Management Assistant to support the Deputy Director Executive Assistant in the Department of Building Inspection. The roleBackfills staff on leave and handles scheduling, communications, and administrative tasks within the Permit Services Division.

Under supervision, you will organize executive calendars, manage correspondence, prepare reports, and coordinate meetings. Strong writing and organization are essential for this TEX appointment.

Qualifications

• Education: Bachelor's degree from an accredited college or university.
• Substitution: professional-level admin duties may substitute for the required education on a year-for-year basis.
• One year (2000 hours) equates to 30 semester units or 45 quarter units.

Responsibilities

• Manage Executive Schedule(s): organize calendars and coordinate meetings.
• Communications Management: respond to emails/phone calls and liaise with stakeholders.
• Document Preparation: create reports and presentations with accurate formatting.
• Meeting Coordination: take notes and ensure follow-up on action items.
• Administrative Support: maintain files and support staff transitions.
• Policy documentation: assist with memo outlines for Deputy Director editing.

Skills

Calendar management

Communication

Administrative tasks

Report preparation

Education

Bachelor's degree

Job description

1840-Junior Management Assistant (Deputy Director Executive Assistant) – Department of Building Inspection (1840 TEX)

Specific information regarding this recruitment process is listed below:

• Application Opening: May 18, 2026
• Application Deadline: Applicants are encouraged to apply immediately as this recruitment may close at any time, but no earlier than Friday,June 5, 2026.
• Annual Salary for position: $86,008 - $104,572

Appointment Type: This is a Temporary Exempt (TEX) Category 17 Appointment from Civil Service rules pursuant to San Francisco Charter Section 10.104-17. This position is excluded by the Charter from the competitive Civil Service examination process and shall serve at the discretion of the Appointing Officer. Duration of this Temporary Exempt Category 17 appointment is limited to two (2) years in four (4) six (6) month increments per CSC Rule 114, Article VI, Sec. 114.26.7. This position is backfilling staff on leave.

What We Do:
The Department of Building Inspection oversees the effective, efficient, fair, and safe enforcement of City building, housing, plumbing, electrical, mechanical, and disability access codes for San Francisco’s more than 200,000 buildings. This position is located at 49 South Van Ness.

The position will be in the following division/unit: Permit Services Division

Under supervision, the Junior Management Assistant (Deputy Director Executive Assistant), performs general administrative and/or management functions with rotating assignments.

In support of the DBI Strategic Plan and the Permit Services Division, the Deputy Director's Executive Assistant plays a vital role in assisting with the management of scheduling, communications, administrative tasks and ensuring efficient operations within the Permit Services Division.

• Manage Executive Schedule(s)- Organize and maintain calendars, schedule appointments and coordinate meetings to optimize the best use of the Deputy Director's time. Under the leadership of the Deputy Director, maintain appropriate standing meeting agendas, follow up with minutes, and prepare presentations as needed for communications during meetings.
• Communications Management- Prioritize, delegate when appropriate and respond to emails and phone calls, acting as a liaison between the Deputy Director and internal/ external stakeholders.
• Document Preparation- Prepare reports, presentations, meeting documentation ensuring all materials are accurate and professionally formatted.
• Meeting Coordination- Organize and take notes during meetings, ensure follow-up on action items, and maintain records of discussions and decisions.
• Administrative Support- Handle various administrative tasks such as keeping well-organized computer files and maintaining set-ups for staff transitions, departmental memberships or other needs to support the daily operations of the Deputy Director.
• Research and assist with policy documentation in creating memo outlines under an agreed format for Deputy Director editing, approval and distribution.
• Performs related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: Technical methodology, principles, techniques, procedures, and regulations utilized in the management and administration of budget, contract, leases, agreements and grants.

Ability or Skill to: apply techniques, methods, procedures, principles, and regulations; use system applications in a network environment; gather and analyze information; communicate verbally and in writing; and understand and apply human relations principles.

How to qualify

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification.

Education: Possession of a baccalaureate degree from an accredited college or university.

Substitution: Qualifying experience performing professional-level administrative duties in functional areas such as: program/office/operations management, budget development and/or administration, or contract/grant administration may substitute for the required education on a year-for-year basis. One (1) year (2000 hours) of qualifying experience will be considered equivalent to thirty (30) semester units or forty-five (45) quarter units.

What else should I know?

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.