Make Balboa Park a Better Place
At the Balboa Park Conservancy, your job becomes part of your legacy.
When you join our team, you have the opportunity to sustain and enhance San Diego’s crown jewel and one of the Best Parks in the World. As a small nonprofit, we are collaborative, data-driven and start-up minded. Together, you can help us advocate for the greater good of Balboa Park.
Only applications for current job openings are considered. We are only able to contact those candidates whose skills and background best fit the needs of the open positions—please, NO phone calls. Balboa Park Conservancy is an Equal Opportunity Employer committed to diversity in the workplace.
Balboa Park Conservancy
1549 El Prado, Ste. 1
San Diego, CA 92101
Cover letter and resumes to: HR@balboapark.org
We’re looking for people to join the team who are community-driven and passionate about Balboa Park.
Executive Assistant to President and CEO
Support the CEO, Board Chair and the Executive Staff of the Balboa Park Conservancy, assuring that the CEO and board chair have flawless and appropriate communications with all trustees, staff members, park stakeholders, and public officials at all times.
Assure a professional office setting and excellent hospitality, as appropriate. Responsible for keeping the CEO and Board Chair connected internally to the organization and externally to its many partners at all times. This position reports to the CEO and President but has a clear line of communication to the Board of Trustees through the Board Chair.
Reports to: President/CEO
Salary Range: Based upon experience (plus benefits)
Department of Labor Classification: Exempt
Essential Functions and Responsibilities
Confidential Administrative Support for the CEO and President
- Manages the CEO’s intricate and complex calendar and ensures that all arrangements are made for meetings, speaking engagements, travel, and receptions.
- Oversees the calendars of Board Committees, ad hoc task forces, and staff meetings.
- Maintains calendar of public meetings or key events where Conservancy representation is expected (e.g.: Balboa Park Committee, annual luncheons held by Park partners, etc.) and coordinates advance notification and Conservancy attendance.
- Manages assigned projects, initiates research, and analyzes data needed by the CEO.
- Provides a pivotal communication link between the CEO and other Park-wide CEO’s, Executive Directors,
Board Members and other Park and City of San Diego administrators.
- Facilitates communication between the CEO, Board Chair, and Management team.
- Coordinates regular, special meetings, and public conferences, as well as formal and semi-formal receptions and events for the CEO.
- Supports large public events managed by the Director of Park Activation, Visitors Center Director, Director of Design Planning and Programs and Director of External Relations when requested.
- Screens visitors, telephone calls, and mail addressed to the CEO, referring pertinent requests to other members of the Management Team or personally taking appropriate action as required.
- Drafts and finalizes correspondence for the CEO and assists with committee work, both internal and external, to the Conservancy, Balboa Park, and community at-large.
- Composes minutes, memoranda and correspondence to be reviewed by the CEO.
- Maintains and establishes a system of files, records, meeting minutes, agendas, and data-based
information for the entire Conservancy which includes, but not limited to: Board and Committee meetings, Park-wide initiatives, the CEO’s administrative issues (local, regional, state and national committees), and boards of which the CEO is a member.
- Prepares and follows through on requests for information.
- Maintains the CEOs contact databases.
Board of Trustees Support
- Provides administrative support to the Board of Trustees; coordinating and scheduling meetings generally in concert with CEO meetings, but not uniquely.
- Committee Meetings: Responsible for creating agendas, preparing minutes, sending meeting reminders
and all meeting set up for committees responsible (screens, projectors, coffee/pastries, hand-outs)
through MyCommittee software system.
- Schedules meetings on behalf of Chairs of all committees.
- Available to train board members on technology used when requested.
- Able to assist Board Chairs with communication to committee members, and meeting date selection
- Thorough understanding of doodle poll, G-suite, MyCommittee.
- Maintains, manages and makes recommendations for improvement for all Board systems including Google drive, MyCommittee, scheduling and committee support.
- Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
- Hosts in-office visitors with appropriate hospitality escorting the CEO’s guests to his office as needed.
- Ensures public areas of office space are well maintained, and supplies (office or hospitality) are well stocked
- Maintains security by following procedures around office opening/closing.
- Provides support to Executive Staff as needed.
- Hiring support: Gathers/organizes all candidate materials. Aids in interview process by scheduling meetings between the Board, staff and potential candidates, participating in phone interviews as requested, and coordinating onboarding needs (id, tech access, etc.)
- Files: Aiding in archiving current Conservancy files and cleaning out space. Working on organizing and sustaining a more efficient digital system for Conservancy’s documents.
- Maintains: calendar and email protocols and helps to maintain and organize all electronic files.
- Communicates with administration of public officials and park stakeholders Tasks Related to Administration & Finance
- Processing and mailing finalized checks, deposit slips and check requests for the Director of Finance.
- Submitting invoices/ check requests/expense reports for the CEO.
- Performs other duties assigned by the CEO as relates to tasks-at-hand in fulfillment of the CEO’s
responsibilities and carrying out the mission of the Conservancy.
Knowledge, Skills & Abilities
- Experience in a fast-paced office environment requiring multi-tasking ability with a high level of discretion, preferably in a nonprofit background
- Working knowledge of budget policies and procedures.
- Ability to draft and compose correspondence and standard reports, agendas, and meeting minutes.
- Mastery of English grammar, punctuation, and spelling.
- Ability to respond to all inquiries and requests related to work area.
- Ability to understand organization from a broader perspective and help anticipate opportunities and challenges.
- Ability to analyze problems and develop, recommend, and evaluate proposed solutions.
- Ability to perform business math, and make accurate projections requiring some inference.
- Ability to effectively handle interpersonal interactions and highly sensitive/confidential information.
- Ability to use negotiation and persuasion skills to achieve results and expedite projects.
- Must be extremely organized and capable of advanced planning and complex problem solving.
Experience and Education
This position requires a fully functional knowledge of and comprehensive skills in standard office procedures
and practices, as well as an ability to understand and operate in a variety of organizational structures.
Additionally, incumbent is expected to have a thorough knowledge of English grammar, spelling, and
punctuation, be able to clearly communicate orally and in writing as well as create PowerPoint presentations
using graphics and video. This position may require knowledge of Excel and business mathematics beyond
basic arithmetic. The ability to use and quickly learn new office support technology systems and software
packages is also a prerequisite. These qualifications would normally be obtained through a high school
program, technical/vocational program, or their equivalents combined with several years of related office work
Including, but not limited to: Ability to work in a dynamic environment with multiple deadlines, handle stressful
situations professionally, and demonstrate extreme tact. Ability to demonstrate a high degree of initiative,
confidentiality, discretion and independent work ethic. Strong organizational and interpersonal skills. Ability to
plan small-large special events including dinner receptions, performances, and meetings/workshops.
Bachelor’s degree preferred but not required. Three to five years of progressively responsible work
experience in a position requiring a high degree of judgment, discretion and initiative to coordinate activities
associated with a high-level administrator’s office. Experience providing high-level administrative support to
an executive or administrator.
- Ability to lift 30 lbs
- Ability to sit for prolonged periods of time
- Ability to sit at a desk and view a computer screen for long periods of time
- Able to speak into and use a telephone for long periods of time
- Ability to bend, stoop and reach
All qualified candidates please submit resume and cover letter to: email@example.com. No phone inquiries, please.
Preferred start date is November 25, 2019.
Formally Adopted by the Board of Trustees on January 9, 2018
The Balboa Park Conservancy is committed to providing an inclusive and welcoming environment for all members of its staff, visitors, volunteers, subcontractors, vendors and donors. We do not and shall not discriminate on the basis of race, color, religion, creed, gender identity, gender expression, age, national origin or ancestry, disability, marital status, sexual orientation, or military status, in any of our activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services.
The Balboa Park Conservancy is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant.