Executive Assistant to Executive Department - Seattle, United States - Port of Seattle

Description

Some of what you'll be doing:

As the Executive Assistant to Executive Department, you will provide complex administrative support functions with a high level of professionalism, discretion, confidentiality, speed, and skill.

You will be responsible for managing existing administrative processes and serving as a lead on technology coordination, including advanced SharePoint support.

• You will serve as the point of contact for incoming communications, anticipate leaders' needs ahead of major milestones, and work with Port staff to coordinate deadlines within the frame of all priorities.
• You will manage tracking and analytical projects set by Deputy Executive Director, Chief Financial Officer or Executive Chief of Staff for employee engagement programs, department goals and project tracking, along with other executive priorities.
• You will manage existing administrative processes, recommend improvements, and manage and implement department-wide and Executive Leadership Team events.
• You will provide complex calendar management including scheduling meetings for Executive leadership with key internal staff as well as external agencies, officials, or stakeholders.
• You will coordinate complex travel arrangements that include international or multi-destination travel, applications for visas, or other travel authorizations as necessary while coordinating conference/event attendance and the processing of related expense claims/reports.
• You will serve as Department Corporate Purchase Card (P-Card) user and approver by ensuring appropriate use and documentation, reviewing, and approving transactions, validating reconciliation process, and other requirements.
• You will provide complex contracting support by preparing draft documents, ensuring conformance with current Central Procurement Office policies, submitting purchase requisitions, preparing invoices for payment, and tracking and monitoring contract status.
• You will directly support Executive budget responsibilities including researching, inputting, monitoring, reporting, preparing, and reporting on budget variances.
• You will act as a time administrator back-up and oversee the time administration process for the Executive Office ensuring that time entries are accurate and comply with Port guidelines.
• You will directly support the Assistant to the Executive Director with onboarding and offboarding of personnel and serve as the authorized backup signer for badging for the department and the Commission office as needed.
• You will coordinate events/meetings including meeting set up such as technical support, materials printing and its distribution, and day of event support.

Who you are:

• 
  Experienced - You have five (5) years of administrative experience in a public sector or corporate setting.
• 
  Educated - You possess a High School Diploma or equivalent.
• 
  Desired - We hope you have five (5) years of experience providing complex, confidential administrative support to senior executives or elected officials and an associate degree in organizational management, business administration, public administration, or related field.
• 
  Committed to Equity - You will apply equity and exemplify shared values, behaviors, and practices in all aspects of the work. At the Port of Seattle, equity is a daily responsibility and a foundational expectation for all Port employees.
• 
  Technically Skilled - You have advanced technical skills in utilizing Microsoft Office and SharePoint technologies.
• 
  Organized - You are well organized and have great time management skills. You prioritize and balance various assignments and responsibilities as needed through planning, teamwork, and collaborating with stakeholders.
• 
  Effective Communicator - You possess excellent written, verbal, and active listening skills.
• 
  Collaborator - You are someone who can work with diverse internal and external stakeholders at various levels of the organization to build relationships while providing excellent guidance and customer service.

What else you need to know:

• 
  Work Schedule - Your normal work schedule will be Monday - Friday, 8:00 a.m. to 5:00 p.m. (40 hours per week). Slightly more flexible start and end times are available in this role.
• 
  Work Environment - You will primarily work in an office environment.
• 
  Work Environment - This work will take place in a hybrid/in-office setting at Management's discretion.
• 
  Grade Review - The pay range and grade for non-represented positions are under review and subject to change as part of the Port's work to implement a new pay program. This review is intended to ensure that positions are aligned with the new program that will be implemented in early 2024.
• 
  Washington State Residency Requirement - Employees must establish a residence in Washington state within 30 days of their first day of employment and must maintain a residence in Washington State during their employment with the Port of Seattle. If a position is eligible to telework, work performed while teleworking must be performed in Washington State.
• 
  Overtime Eligible - You are eligible for overtime pay in this role.
• 
  Security Requirements - As the successful candidate, you must pass a Transportation Security Administration (TSA) background check as well as a criminal history background check with the Federal Bureau of Investigation (FBI). Your employment will be contingent upon obtaining a Port of Seattle ID badge upon clearance.

Why you'll love it here:

The Port of Seattle offers an extensive benefits package that rewards our staff for their valuable contributions towards the Port's mission. In addition to the summary below, benefit details for non-represented positions can be found
on the Port of Seattle's website.
If the position is represented by a union, please refer to the "
Collective Bargaining Agreement
" or contact the appropriate Union Representative for specific information related to benefits and eligibility.

• 
  Healthcare - Medical, Dental, and Vision Care with options that work for you and your family.
• 
  Paid Vacation - Just about four weeks per year that increases with tenure to rest and rejuvenate.
• 
  Paid Sick Leave - At least one hour of sick leave for every 40 hours worked.
• 
  Holidays - More than ten days per year to celebrate with family and friends away from work.
• 
  Pension/Retirement Plans - A pension and additional savings plans to prepare for your future after the Port.
• 
  Getting to Work - From subsidized parking and a low-cost public transit card to alternative work arrangements giving you an opportunity to work hybrid.
• 
  Parental Leave - Six weeks of paid leave to spend with new additions to your immediate family.
• 
  Development - From tuition reimbursement, training, stretch assignments and internal internships, we support a learning culture.
• 
  Equity, Diversity, and Inclusion - The Port of Seattle values diversity as a source of innovation and strength. We are actively working across the organization to create a culture where all employees - regardless of race, gender, and other identities - succeed and reach their fullest potential.
• 
  Work-Life Balance - We provide the resources to help you create habits to be healthy and balanced.
• 
  Mission Driven - We are focused together in promoting economic opportunities and quality of life in the region by advancing trade, travel, commerce, and job creation in an equitable, accountable, and environmentally responsible manner.

Why the Port of Seattle:
Every role at the Port of Seattle is vital to our thriving community. We are a leader in moving people and cargo across the country and around the world.

With facilities and property ranging in scope from a half-acre park to one of the largest airports and container terminals on the West Coast, we maximize the public assets in our portfolio with an eye toward best uses and environmental sustainability.

Find out more here .

Our vision is to create a Port that mirrors - throughout its breadth of operations and services and within its leadership - the diversity of our communities, instill principles of equity into its culture, and ensures a fair and intentional distribution of opportunities to expand economic develop and quality of life for all in our region.

Find out more about how our values RAISE us up and our commitment to equity .


Location: Downtown Seattle


Organization: Executive


Employee Status: Regular


Schedule: Full-time


Posting Expires: May 8, 2024, 11:59:00 PM


Minimum Salary: 34.93


Midpoint Salary: 52.39


Req ID: 002696

The Port of Seattle is an equal opportunity employer that values diverse perspectives and life experiences.

We encourage people of all backgrounds to apply, knowing decisions concerning the employment relationship will be made without regard to age, race, ethnicity, color, religion, creed, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, marital status, citizenship status, veteran status, the presence of any physical or mental disability, or any other status or characteristic protected by federal, state, or local law, regulations and ordinances.

To help comply with all state and federal requirements, we appreciate you voluntarily answering the questions below. The information on this form will be kept confidential. Click for definitions and descriptions of the categories referenced below regarding Ethnicity and Race. Click for information and definitions of the categories referenced below regarding Protected Veterans status.