BASIC FUNCTION SUMMARY
As an integral part of the district council team, the administrative assistant serves as a liaison among ULI
headquarters, the district council staff, and ULI San Francisco (ULIsf) members and prospective members.
Often, the administrative assistant is the face of the local ULI district council program. Because members call
him or her first for help and information, it is imperative that the administrative assistant be professional,
dependable, courteous, and friendly. The administrative assistant may need to travel to ULI district council
events throughout the Bay Area and work some early mornings and evenings.
The administrative assistant serves as an informed resource for ULI’s policies and procedures. The strongest
candidate will be a highly organized, energetic people-person who is able to multitask effectively. In addition,
the administrative assistant must be self-driven and able to work independently in a fast-paced work
environment. A successful candidate will have the opportunity for professional growth within ULI after 2 years.

SPECIFIC RESPONSIBILITIES
The administrative assistant’s overall responsibility is to support the Executive Director, Director, Manager, and
Senior Associates with administrative tasks.

Administrative Support
1. Manage calendar for district council executive director, staff, and committees:
a. Routine meeting requests; and
b. Coordinate schedules with key stakeholders and assistants.
2. Produce and mail/e-mail correspondence to district council members and prospects.
3. Access records from ULI’s database to generate labels, reports, meeting rosters, badges, invoices, etc.
4. Receive and answer phone/e-mail inquiries from district council members and prospects.
5. Maintain office-filing system.
6. Interface with a number of vendors, sourcing appropriate suppliers for catering, AV, IT, telephone and
other office equipment.
7. Prepare and send sponsor invoices and track sponsorship commitments.
8. Perform other administrative duties and special projects as required as part of the district council team.

Programs
1. Event prep and content management:
a. Set up district council events through netForum (online content management system);
b. Register comps (speakers, sponsors, staff, press, etc.);
c. Handle phone registrations;
d. Update member contact information; and
e. Maintain committee lists.
2. Produce mailing labels, meeting rosters, name badges, and invoices.
3. Assist other ULIsf staff with all meeting logistics on-site, as needed.
Communications
1. Assist other ULIsf staff with producing e-mail announcements.

INTERNAL RELATIONSHIPS
Daily direct work with other ULIsf staff, ULI district council and other ULI staff based in the Washington, D.C.
headquarters and other district council offices.

EXTERNAL RELATIONSHIPS
Daily direct work with ULIsf leadership, member and sponsor firms, vendors, and consultants.

PROFESSIONAL REQUIREMENTS
• BA/BS degree preferred
• Experience: 1-4 years of related administrative assistant experience preferably in a mission-driven
nonprofit, professional services, or real estate/land use setting.
• Communication skills: Professional oral and written communication skills, including exceptional
spelling and grammar.
• Interpersonal skills: Highly developed interpersonal skills to work with senior executives in the private
and public sectors.
• Detail-orientation: Meticulous attention to detail.
• Initiative: Ability to initiate tasks and assume responsibility for them, and to work with minimal
supervision in a high-production position.
• Time management: Strong time management skills.
• Organizational skills: Strong organizational skills.
• Multitasking and follow-through: Ability to prioritize tasks, handle multiple tasks concurrently and
completely, and complete tasks on time, with responsible follow-through.
• Computer skills: Strong computer skills including advanced proficiency with Microsoft Office
(Outlook, Word, Excel, PowerPoint); Wordpress and Adobe products desired; minimum 60 words per
minute keyboard skills.
• Flexibility: Ability to attend early morning and evening events.
• Strength: Ability to lift 30-pound boxes during event preparation and setup.

DESIRED (not required):
• Event management: Prior experience in event management.
• Interest: Interest in real estate and land use, a passion for policy, and/or an interest in environmental
sustainability.

The Urban Land Institute is an equal opportunity employer (M/F/D/V).