Executive Assistant/Confidential Secretary - Spokane, United States - Spokane Airport

Description

Salary: $67, $92,897.00 Annually

Location : Spokane, WA

Job Type: Full-time

Job Number:

Department: Administration

Opening Date: 01/03/2024

The Executive Assistant/Confidential Secretaryprovides an extensive variety of confidential, general office support, reception and back up to executive staff in the main Airport Administrative Office. Front line reception is provided for multiple administrative departments.
Examples of Duties / Knowledge & Skills

The Executive Assistant/Confidential Secretary is a high visibility, high volume role. Primary responsibilities include:

Manage the CEO's calendar, including scheduling appointments, speaking engagements, and arranging travel. The Executive Assistant/Confidential Secretary will also be responsible for confidential and time sensitive material in an environment where professionalism, efficiency, and communication skills are of paramount importance.

Supervise office support staff, interview and recommend selection of applicants, conduct training, assign and schedule work, act on leave requests, conduct annual performance evaluations and recommend corrective and/or disciplinary actions. Establish office procedures, standards, priorities, and deadlines and have frequent contacts with the public, employees, management staff and less frequent contacts with Airport Board members.

Perform complex secretarial duties such as independently planning, organizing and prioritizing work to meet internal and external deadlines, monitoring and evaluating budget(s) status and initiating corrections, developing travel itineraries, compiling reports, studies, and applications, developing, modifying, and/or maintaining data base management, office record keeping, or filing system(s), coordinating office operations and initiating action to ensure work unit and/or office goals are met.

Serve as Board Clerk by coordinating committee and Board meetings, preparing agendas, and coordinating distribution of meeting materials, attending meetings, transcribing minutes and maintaining records of Board documents and resolutions.

Exercise independent judgment to accomplish assignments or solve problems and to develop new work methods, procedures, or strategies or modify existing work methods, procedures, and strategies to solve new or unusual problems. Work is subject to review at the completion stage to determine effectiveness in producing expected results.

Perform additional or special administrative duties as assigned by the CEO and coordinate administrative support functions for the management group.

Minimum qualifications & Requirements

Education/Experience:

Preference for Bachelor's degree in Business Administration or related field. Associate's degree required.

Five years of progressively responsible office management experience with at least two years providing executive level support.

A combination of education and experience may be considered in meeting the requirements of this position.

Must possess a valid state driver license, free of serious or frequent traffic violations

Must be able to obtain and maintain an Airport security badge as a condition of employment.

Knowledge/Skills:

Present in a professional manner and with excellent interpersonal skills in order to establish and maintain good working relationships with others.

Deliver excellent internal and external customer service.

Maintain confidentiality and handle sensitive information appropriately.

Be a self-starter and able to work independently and with a team. Work as a contributing, collaborative member of a team.

Able to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines and changing priorities.

Prioritize a variety of tasks with little supervision and use good judgment.

Organize information into a coherent and meaningful format with attention to detail.

Use spreadsheets, word processing, and database computer software programs at an advanced level.

Communicate effectively both verbally and in writing. Read, write, speak and understand English.

Able to quickly learn and retain concepts that may be unfamiliar.

Show a high level of professional poise and personal bearing to deal with people including a clear speaking voice and skills in operating a multi-line telephone system.

Be of good moral character and able to adhere to professional ethical standards of conduct as a public employee working in the public administration and operation of airports.

Physical Requirements:

Requires the ability to lift, carry, push and pull objects up to 30 pounds.

Job functions require sitting for extended periods, standing and walking intermittently; and stooping, kneeling, bending, lifting, carrying, and reaching occasionally.

Extensive wrist and hand movements required for frequent keyboarding and use of office equipment.

Ability to perform close work to file, read and use computer required.

Ability to continuously exchange information through listening and talking with customers, coworkers, representatives of community organizations and other individuals required.

Ability to be mobile community wide for appropriate business needs required.

The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Supplemental information

Working Contacts:

Reports to the CEO with regular contact with the executive staff, Airport Board members, management, employees, vendors, and the general public

Working Conditions:

Work is primarily in an office setting with minimal exposure to weather elements. Occasional travel to Airport and other work areas with exposure to airborne particles and aircraft noise.

Equipment Operation Required:

Personal computer, phones, calculators, copier, fax, binding machine, postage meter and other office equipment

Spokane Airport provides a generous benefit package. Currently, we cover employee at 100% and dependents at 90% of the premium cost. We offer four plan choices for medical coverage (includes vision) through Kaiser Permanente. The Airport contributes to a Health Savings Account (HSA) for high deductible plans and a Health Reimbursement Account (HRA) for the other plans. Dental coverage is through MetLife. Additionally, the Airport provides life insurance at two times the annual salary. Optional life insurance is also available. Short term and long term disability is also provided by the Airport. Retirement is through the Washington State Department of Retirement System - PERS Plan. The Airport provides an employee assistance program through BHO. Parking is provided.

The Airport recognizes 11 holidays. Vacation is earned at eight (8) hours a month for the first five (5) years and increases every five (5) years. Sick leave accrues at eight (8) hours a month. The Airport also provides military and jury leave.

01

Briefly detail your professional office experience.

02

Please indicate your proficiency with the following programs.

• Beginning Word
• Intermediate Word
• Advanced Word
• Beginning Excel
• Intermediate Excel
• Advanced Excel
• Beginning Outlook
• Intermediate Outlook
• Advanced Outlook

Required Question