Associate, ULI San Francisco

POSITION SUMMARY:

As a part of the district council team, the Associate serves as a liaison among ULI headquarters, district council staff, ULI San Francisco members, and ULI San Francisco Sponsor firms. The Associate is often the first point of contact for the organization, so it is imperative that the she or he be courteous and professional. Strong candidates for this position will be highly organized, detail-oriented, obsessed with accuracy, effective multitaskers, and able to work independently in a fast-paced environment.

This is a full-time non-exempt position located in San Francisco, CA reporting to the Executive Director, ULI San Francisco.

SPECIFIC RESPONSIBILITIES:

The Associate supports the Executive Director and district council staff in district council operations, including office management, administrative support, event execution, meetings, district council finances, and sponsorship.

Office Management

The Associate serves as the office manager for ULI San Francisco and will work closely with our host office manager and remote ULI IT staff to ensure smooth office operations.

  • Maintain and order office supplies and furniture.
  • Coordinate with remote ULI IT staff and IT contractors to troubleshoot and resolve IT issues.
  • Support the Executive Director with meeting preparation as needed.
  • Maintain a tidy office environment.

Event Execution

ULI San Francisco’s member-driven committees produce over 60 programs per year that are supported by ULI staff, including the Associate.

  • Provide registration support for district council events.
  • Format and print on-site registration forms, badges, tent cards, and other printed materials for events.
  • Assist in event setup, execution, and breakdown as needed.
  • Create and send out post-event surveys as needed.
  • Plan and execute ULI San Francisco’s Fall Meeting Reception.
  • Plan and execute ULI San Francisco’s annual Sponsor Luncheon.

Administrative Support/Operations Support

The Associate works closely with the Executive Director and district council staff to ensure smooth operations of the district council.

  • Manage and respond to phone/email inquiries from main ULI San Francisco phone line and inbox.
  • Coordinate the weekly staff meeting.
  • Update internal program and events calendar.
  • Greet ULI visitors.
  • Use ULI database and reporting software to produce reports for the Executive Director and other staff as needed.
  • Onboard new staff members.
  • Coordinate with printer to have sponsorship brochure and other materials produced, including those related to UrbanPlan, technical advisory panels, and the ULI San Francisco Annual Report.
  • Assist in the planning and implementation of ULI’s local product councils.

Finance

The Associate manages accounts receivable and accounts payable for the district council office.

  • Work closely with the remote ULI finance team to ensure timely payment of monthly bills, vendor invoices, and reimbursements.
  • Invoice and track sponsorship payments.
  • Work closely with the Executive Director and Treasurer to monitor financial performance and resolve accounting issues.
  • Assist in annual budget development and reconciliation.
  • Produce contracts for vendors and contractors.

Meetings Support

ULI San Francisco has 20 committees and working groups that develop the content and programming of the district council. The Associate supports ULI staff in executing these committee meetings (approximately 100 annually).

  • Order catering for lunch and evening committee meetings.
  • Set up catering in meeting rooms and clean up.
  • Assist the Executive Director in producing reports and meeting materials for Executive and Sponsorship Committees.

Sponsorship

The Associate will work closely with the Executive Director and Sponsorship Committee to execute the annual sponsorship campaign and Housing the Bay/annual summit sponsorship campaign that provides crucial funds for the day-to-day operations of the district council.

  • Mail merge and mail out sponsorship materials to prospective sponsors.
  • Invoice and track payment of pledged sponsorship.
  • Manage and track sponsor benefits such as complimentary memberships and event passes.
  • Coordinate logistics for the annual sponsor appreciation luncheon.
  • Produce reports for the Executive Director and Sponsorship Committee as needed.

EXPERIENCE:

  • 1-4 years of related administrative assistant experience, preferably in a mission-driven nonprofit, professional services, or real estate/land use setting.
  • Professional oral and written communication skills, including exceptional spelling and grammar.
  • Highly developed interpersonal skills to work with senior executives in the private and public sectors.
  • Meticulous attention to detail.
  • Ability to initiate tasks and assume responsibility for them, and to work with minimal supervision in a high-production position.
  • Strong time management skills.
  • Excellent organizational skills.
  • Ability to prioritize tasks, handle multiple tasks concurrently and completely, and complete tasks on time, with responsible follow-through.
  • Strong computer skills including advanced proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint); WordPress and Adobe products desired.
  • Ability to attend early morning and evening events.
  • Ability to lift 30-pound boxes during event preparation and setup.

Desired (not required):

  • Prior experience in event management.
  • Interest in real estate and land use, policy, and/or sustainability in the built environment.

EDUCATION:

  • BA/BS degree preferred.

APPLICATION INSTRUCTIONS:

To apply, please follow the link below. Please submit a résumé and a letter of interest.

https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=76dd43dd-5757-401e-9ef5-65813f73b552&ccId=19000101_000001&jobId=296063&source=CC3&lang=en_US

EOE/m/f/d/v. No relocation reimbursement is offered at this time.