Company Description
Appointment Type
Permanent Exempt: Permanent exempt (PEX) position; individuals who are appointed to Exempt Positions are appointed at the pleasure of their appointing officer and are considered to be "at-will".
Compensation Range: $100,776 - $122,538
Recruitment ID: RTF0166564-01116324
Welcome to the Asian Art Museum, the world’s leading museum dedicated to connecting global audiences with Asian and Asian American art and culture. Experience the rich diversity of the 48 countries of the Asian continent and the worldwide Asian diaspora through our collection of more than 20,000 artworks. From major archaeological discoveries to innovative work by contemporary artists, the Asian Art Museum of San Francisco celebrates the important contributions of Asian and Asian American artists to art’s history — and to its future.
San Francisco is a vibrant and dynamic city, at the forefront of economic growth & innovation, urban development, arts & entertainment, as well as social issues & change. This rich tapestry of culture and ideas is sustained by our City's commitment to heightening the quality of life for the diverse population of San Franciscans and residents of the greater Bay Area. Our employees play an important role not only in making our City what it is today, but also in shaping the future of San Francisco. This role is based at the Asian Art Museum.
Job Description
The Executive Secretary II serves as a high-level administrative professional and primary liaison between the Museum’s Asian Art Commission, Board of Trustees, and executive leadership. This role supports the effective administration, communication, and coordination of board-related governance activities. The ideal candidate is confident, discreet, highly organized, and capable of working independently while managing complex administrative and governance processes.
Key Responsibilities:
Board & Governance Liaison
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Serve as the primary point of contact for all Asian Art Commission and Board of Trustees administrative matters.
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Act as a trusted liaison between board members, City officials, and museum leadership.
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Provide administrative support and coordinate communications regarding board policies, procedures, and governance requirements as directed by museum leadership and appropriate City departments.
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Maintain strong working relationships with Commissioners, Trustees, and key stakeholders.
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Assist Development team to support board engagement activities and communications.
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Assist in preparing materials, reports, and correspondence for board engagement activities.
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Support new board member orientation and onboarding
Board & Committee Administration
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Plan, coordinate, and execute all board and all committee meetings.
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Prepare and distribute agendas, meeting materials, and supporting documentation.
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Record and maintain accurate minutes and official records.
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Manage meeting calendars, logistics, and attendance tracking.
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Ensure seamless communication and follow-up on action items from meetings.
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Maintain official board records, bylaws, and governance documents.
Compliance & Governance Oversight
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Coordinate and track board compliance activities in partnership with the Ethics Commission, City Attorney’s Office, and other City departments; maintain records of required disclosures, trainings, and governance documentation. including: By Laws of Public meeting requirements (e.g. Sunshine Ordinance, Brown Act), Conflict of Interest disclosures and annual filings, required trainings and certifications, adherence to City governance standards, rules and regulations.
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Track and monitor compliance status for all board members.
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Maintain familiarity with governance procedures involving Commissioners and coordinate related administrative processes. including processes for appointment, resignation, and term changes.
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Coordinate with relevant City departments regarding governance, disclosure, training, and public meeting requirements.
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Serve as the administrative coordinator for Public Records Act requests.
Communication & Administrative Support
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Facilitate smooth communication flow between board members, City officials, City departments, and museum leadership.
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Respond to and manage all board-related administrative inquiries with professionalism and discretion.
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Draft, edit, and distribute official communications on behalf of the Board and leadership.
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Manage confidential information with the highest level of integrity and sensitivity.
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Support special projects and initiatives related to governance, board development and strategic priorities, and other duties as needed.
Qualifications
Minimum Qualifications
Two (2) years of verifiable executive secretarial experience providing personal and confidential administrative support for a manager by arranging appointments and assisting in the preparation of meetings, responding to public inquiries, reviewing incoming documents, composing confidential correspondence, conducting research and preparing statistical reports. Job duties must be comparable to 1450 Executive Secretary I; OR
Four (4) years of verifiable secretarial experience encompassing editing and independently composing letters and other correspondence utilizing computer software/systems; researching, compiling and organizing data for various reports; and maintaining office/records systems. Job duties must be comparable to 1446 Secretary II.
Substitution:
A recognized secretarial training program of two hundred forty (240) hours or the equivalent of fifteen (15) semester units in graded secretarial college units, may substitute for up to six (6) months of the required experience. Proof of satisfactory completion must be submitted at time of filing application.
Preferred Qualifications
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Familiarity with municipal government structures and processes
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Experience in a museum, arts, or cultural institution
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Experience working with boards, trustees, or government entities is strongly preferred.
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.
Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.
Selection Procedures
The selection process will include evaluation of applications in relation to minimum requirements. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited to participate in the next stage of the selection process. The stated desirable qualifications may be considered at the end of the selection process when candidates are referred for hiring
Additional Information
Additional Information Regarding Employment with the City and County of San Francisco:
Information About the Hiring Process
Conviction History
Employee Benefits Overview
Equal Employment Opportunity
Disaster Service Worker
ADA Accommodation
HOW TO APPLY
Applications for City and County of San Francisco jobs are only accepted through an online process. Visit https://careers.sf.gov/ and begin the application process.
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 send your inquires to Andrea Bolt Senior HR Analyst [email protected]
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.
