Administrative Assistant (Operations)

Presidio Trust; San Francisco (CA); On-site; USD 68,000 - 80,000; Full time

Job summary

The Presidio Trust in the San Francisco Bay Area is seeking an Administrative Assistant (Operations) to provide essential administrative and clerical support to Information Technology and Supply Chain and other departments. This full-time role requires professionalism, strong organizational skills, and the ability to manage multiple priorities while delivering excellent service.

Reporting to the Director of Information Technology, you will handle calendar management, travel coordination, budget

Qualifications

• Three years (3) of administrative experience or an associate degree/equivalent in a related field.
• Strong interpersonal and organizational skills with a commitment to excellent customer service.
• Ability to prioritize competing demands, manage multiple projects, and meet deadlines under pressure.
• Excellent written and verbal communication; ability to prepare and present reports and correspondence.

Responsibilities

• Provide daily administrative support to IT and Supply Chain departments and other units.
• Manage department head calendars, schedule appointments and meetings, and coordinate travel.
• Prepare, edit, and assemble various documents, emails, minutes, agendas, reports, and presentations.
• Coordinate internal and external meetings and events, and support logistics and on-site needs.
• Process purchasing card requests and POs via Oracle; coordinate invoice approvals and P-Card reconciliation.

Skills

Calendar management

Organization

Customer service

Communication skills

Multitasking

Education

Associate degree or equivalent

Tools

Microsoft Office

SharePoint

Oracle

Job description

The Presidio Trust is seeking an Administrative Assistant to provide essential administrative and operational support to multiple departments, including Information Technology and Supply Chain. The Presidio Trust is a unique federal agency that stewards and shares the Presidio, one of the most visited national park sites in America and a place where people live and businesses thrive. The Trust manages the Presidio through a triple bottom line focus: being visited and loved by all, being a model of environmental stewardship, and demonstrating excellence in all our operations.

Reporting to the Director of Information Technology (IT), the Administrative Assistant (Operations) provides administrative and clerical support to the Information Technology and Supply Chain Departments, as well as other assigned departments. This position is integral to maintaining the efficiency and effectiveness of these departments through a wide range of administrative tasks, including calendar management, coordinating appointments and meetings, purchasing goods and services, budget and financial reporting support, records management, and supporting departmental operations. The role requires professionalism, strong organizational skills, attention to detail, and the ability to manage multiple priorities while supporting the Trust's commitment to excellence and service.

This is a full-time position with benefits and a starting pay range of $68,439 to $80,421, based in the San Francisco Bay Area. The starting base salary is dependent on the experience and qualifications of the candidate. Applications received by November 6, 2026 will receive first consideration.

Responsibilities

• Provide daily administrative support through a variety of tasks and functions to ensure the effective operation of assigned departments.
• Manage various department head calendars, including scheduling appointments and meetings, and coordinating travel arrangements.
• Research, compose, edit, and assemble correspondence and other documents, including e-mails, letters, agendas, meeting minutes, estimates, schedules, databases, spreadsheets, reports and presentation materials.
• Manage and coordinate internal and external meetings, events and other departmental activities, including scheduling, preparing materials, coordinating logistics, and providing on-site support as needed.
• Manage and coordinate the various department team calendars, ensuring meetings, appointments, and other scheduled activities are accurately maintained and communicated.
• Process purchasing card requests and purchase orders through Oracle for goods and services required by assigned departments. Coordinate invoice approvals and reconcile purchasing card statements in collaboration with the Accounting Department.
• Complete Travel Authorizations, Travel Questionnaires, expense reports, and Travel Vouchers for assigned departments’ staff. Review materials for completeness, accuracy and consistency with itineraries, and compliance with applicable policy and procedures. Arrange and coordinate travel schedules and reservations as needed.
• Serve as timekeeper for assigned departments, managing timesheets on a bi-weekly basis, addressing payroll inquiries, and liaising with Employee Support Services regarding timekeeping issues. Serve as back-up timekeeper for other departments as designated.
• Assist in budget preparation and financial management for assigned departments, including monitoring expenditure, extracting purchasing and project information from Oracle, preparing accurate and timely financial reports and analyses in accordance with requirements.
• Support the maintenance of departmental SharePoint sites, electronic files and physical records. Organize and maintain filing systems and serve as departmental coordinator for records management.
• Support administration of departmental policies, process, and procedures, including coordinating reviews, formatting and uploading updated policies, and monitoring scheduled review and publication timelines.
• Coordinate monthly reporting activities, including gathering information, scheduling meetings, tracking deadlines, preparing and publishing reports, and following up with relevant staff.
• Provide administrative and logistical support for assigned projects and departmental initiatives, including coordinating supplies and equipment, maintaining office materials, and assisting with other operational needs.
• Coordinate incoming and outgoing mail and deliveries; and route calls, emails, and correspondence to all appropriate parties.
• Provide back-up assistance to other administrative staff, support department supervisors, and stay informed on issues, priorities, and projects within the work unit served.
• Perform other duties as assigned.

Required Qualifications

• Three (3) years of experience in an administrative assistant, executive assistant, or office management role; or an associate degree or equivalent from a two-year college or technical school.
• Strong interpersonal and organizational skills, a professional work ethic, and a commitment to providing excellent customer service while establishing and maintaining effective working relationships.
• Ability to prioritize competing demands, manage multiple projects simultaneously, and attend to details and deadlines, whole effectively under pressure and adapt to changing priorities.
• Excellent oral and written communication skills, including ability to research, prepare, edit and present correspondence, reports, and other administrative materials.
• Strong problem-solving skills and the ability to anticipate, assess, and resolve practical issues while considering the interrelationships between departments, people, processes, and organizational priorities.
• Ability to work independently, exercise sound judgment, take initiative, maintain confidentiality, and determine appropriate next steps based on established policies, procedures, and business needs.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint, as well as SharePoint; ability to learn and effectively use additional business and administrative software.
• Ability to read, interpret, and apply policies, procedures, operating instructions, and other technical or administrative documentation.
• Ability to gather, organize, analyze, and summarize information from multiple sources; prepare routine reports and correspondence; and communicate information effectively to staff, supervisors, and management.
• Ability to manage detailed administrative processes, maintain accurate records, and ensure that purchasing, travel, timekeeping, and other transactions are completed accurately and in accordance with applicable requirements.

Desired Qualifications

• Experience supporting Information Technology, Supply Chain, procurement, project management or other operational departments.
• Experience with purchasing processes, purchase orders, invoice approvals, purchasing card reconciliation, and budget tracking.
• Experience coordinating departmental reporting, policy administration, records management, or project logistics
• A passion for the mission and values of the Presidio Trust.

Background Check

This position is subject to an employment background check which shall consist of a review of applicable county, state and Federal criminal and civil records, state bankruptcy indexes, driver’s license, education, and employment history. An individual’s granting of a background check and resulting report is voluntary. However, employment is contingent upon the successful completion of an employment background check. The Presidio Trust may refuse to hire an individual, may rescind an offer of employment to an individual, or may review and terminate the employment of a current employee not successfully completing the background check.