- Manage and maintain Executive Director's schedule.
- Coordinate and direct office services, such as records, finances, budget preparation, personnel issues, and housekeeping, to aid Executive Director
- Manage, order, prepare responses to various types of correspondence and contacts containing routine inquiries to the Executive Directors office.
- Organize and maintain the PHPDA's physical and electronic files, including all current working files and historical records.
- Accurately and timely retrieve files, documents, reports, etc. and assemble them for use by PHPDA staff, Governing Council, Committees, and external parties.
- Professionally identify maintenance needs of the office, research potential hires, coordinate contractors and services, and ensure work is completed and addressed in a timely manner. Perform minor maintenance needs in lieu of hiring for services, when feasible.
- Ensure that all necessary office supplies and equipment are ordered and stocked.
- Serve as internal liaison for the PHPDA's Technology Services Contractor, including planning visits, detailing tasks required, ensuring technology needs are met.
- Identify current and future technological needs, troubleshoot technical problems as they arise, and ensure all technology needs are met between visits of the Technology Services Contractor.
- Accurately serve as the agency's Public Records contact, acting as the point-of-contact for record requests from the public.
- Work with Communications and Engagement Specialist to maintain organizational and communications contact lists.
- Accurately and timely develop monthly Program Committee, Finance Committee, and Governing Council meeting agendas.
- Professionally act as staff support for all PHPDA Governing Council and Committee members. Compile, copy, and email all meeting materials to PHPDA staff, Council members, Committee members, additional PHPDA contractors and consultants, relevant City of Seattle staff, and additional members of the community.
- Attend Governing Council and Committee meetings to record discussions, motions and votes to prepare minutes.
- Coordinate PHPDA-related meetings, including scheduling, venue preparation, ordering meals and beverages when necessary, setting up video conferencing equipment, and other general administrative requirements for meeting preparation.
- Prepare materials for Governing Council member appointments. Send materials to the Seattle Mayor's Office, King County Executive's Office, and the Seattle City Council when necessary.
- Accurately process bill and invoice payments as scheduled, including accurately entering information into the accounting system and printing all checks.
- Manage tracking of staff hours for payroll and accounting purposes.
- Assist as needed to ensure accuracy of financial information and reporting is complete.
- Ensure that the accountants receive all necessary information for monthly reports.
- Assist in compilation of files required for PHPDA audits.
- Assist as needed to track potential investment activities.
- Assist as needed with annual insurance renewals.
- Professionally coordinate with all PHPDA staff, contractors, and external entities to orchestrate events in PHPDA's offices and/or surrounding office areas as directed.
- For each approved event, create an event scope and overview, milestones and deadlines with deliverables, communications plan, detailed budget of expenses needed to meet the objectives, and staff responsibilities required to successfully generate the desired event while staying within budget and deadlines.
- Work with the Communications and Engagement Specialist, to manage and produce all correspondence with guests and catalog RSVPs.
- When necessary, coordinate rental(s), vendor(s), contractor(s), agencies prior, during, and after events.
- Other duties as assigned by the Executive Director.
- Bachelor's degree in relevant field. Significant work experience may be substituted for education.
- At least two (2) years of experience in office management and/or administrative management of complex, multi-faceted programs.
- Any combination of education and experience that provides the required knowledge, skills, and abilities to correctly perform the duties listed in this job description.
- Knowledge of administrative and office procedures and systems such as word processing, managing files and records, and transcription, designing forms, and workplace terminology.
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, evaluation of customer satisfaction.
- Knowledge of computer hardware and software, including applications and programs.
- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Understanding written sentences and paragraphs in work-related documents.
- Talking to others to convey information effectively.
- Good communicator, communicate effectively with others both verbally and in writing.
- Interpersonal and gets along well with a variety of personalities and individuals.
- Empathetic, appreciative, and is sensitive to the feelings of others.
- Communicating effectively in writing as appropriate for the needs of the audience.
- Managing one's own time and the time of others.
- Ability to prioritize a high-volume multi-task workload.
- Demonstrates ability to work with internal and external parties and stakeholders.
- Self-starter with a high degree of independence.
- Proficiency in Microsoft Office and Adobe Acrobat platforms
- Experience or interest in learning basic bookkeeping / accounting. Familiarity with Quickbooks preferred.
- Experience with website management and related applications.
- The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
- The ability to concentrate on a task over a period of time without being distracted.
- Ability to lift twenty (20) lbs.
- Demonstrates conduct conforming to the highest-level set of values and accepted standards.
- Honest and acts with Integrity
- Truthful and credible in the workplace with coworkers, vendors, and the public.
- Accountable and accepts responsibility for their actions.
- Confidential and ability to maintain the upmost confidential information.
- Ability to pay attention to the minute details of a given project or task.
- Effectively work with people regardless of age, gender, race, ethnicity, religion, job type, etc.
- Possess traits of being organized / following a systematic method of performing a task.
- Be dependable and trustworthy.
- Using proper influence allotted within the Executive Assistant position to ensure others perform their jobs effectively and to be responsible for making correct, professional, and ethical decisions that will only better the department and PHPDA.
-
Executive Assistant
4 days ago
Beacon Davenport Bellevue, United StatesExecutive Assistant · Experience needed · - This is a high demand role. Responsible for senior executive schedule management. · - Administrative support duties. · - Partnering with Executive Admin. to maintain senior executive support. · - This is a client facing role. · - Extrem ...
-
Executive Assistant I
1 week ago
Essential Utilities, Inc. Bryn Mawr, United StatesAqua, an Essential Utilities company, employs people in a variety of roles within our eight-state footprint, ranging from field workers and customer service representatives who are on the front lines working with customers, to scientists and engineers who help ensure we're delive ...
-
Executive Assistant"
2 days ago
Nexus Dynamics Kenmore, United StatesAre you an experienced executive assistant with a talent for organization and excellent communication skills? Do you thrive in a team environment, possess strong leadership abilities, and are currently seeking a new professional challenge? Then we have the perfect opportunity for ...
-
Executive Assistant
3 weeks ago
City of Seattle Washington Seattle, United StatesSeattle Public Utilities (SPU) is actively searching for an exceptional administrative professional to serve as an Executive Assistant. In this role you will provide high-level executive assistance and support to the Chief of Staff, as well as the Di Executive Assistant, Executiv ...
-
Executive Assistant
3 weeks ago
City of Seattle Washington Seattle, United StatesThe Department of Finance and Administrative Services (FAS) is seeking a dynamic, flexible, and high performing Executive Assistant to serve as primary support to our Chief Operations Officer (COO) and to assist with the coordinated oversight of four Executive Assistant, Executiv ...
-
Executive Assistant
3 weeks ago
Recreational Equipment, Inc. Seattle, United States5 years of administrative and clerical support experience, including previous experience supporting corporate managers and/or executives. Ability to operate office equipment including multi-line phone, photocopier, and fax machine. Ability to draft, Executive Assistant, Executive ...
-
Executive Assistant
3 weeks ago
Amazon, Inc. Seattle, United StatesBASIC QUALIFICATIONS- 5 years of senior level leadership support, or 3 years of Amazon experience- High school or equivalent diploma- Experience with Microsoft Office products and applications. DESCRIPTION - Amazon is seeking a bright, multi-tasking Executive Assistant, Executive ...
-
Executive Assistant
1 week ago
FIS - Fidelity Information Services Seattle, United StatesCommunicate on behalf of the executive both internally and externally as needed. May interpret and communicate executive intent to other employees. Makes high-level contacts of a sensitive nature inside and outside the company. Exercises independen Executive Assistant, Executive, ...
-
Executive Assistant
1 week ago
Amazon, Inc. Seattle, United StatesThe Amazon Artificial General Intelligence organization is looking for an Executive Assistant to support two directors and work within a fast-paced and exciting organization. Key job responsibilities. This Executive Assistant will be responsible fo Executive Assistant, Executive, ...
-
Executive Assistant
1 week ago
Amazon, Inc. Seattle, United StatesThe Worldwide Amazon Stores organization is looking for an Executive Assistant who wants to work in a fast-paced, exciting, and growing organization. We are looking for someone to support the Vice President on our WW Fresh team in Seattle, Washington Executive Assistant, Executiv ...
-
Executive Assistant
1 week ago
County of King Washington Seattle, United StatesExecutive Assistant. Purpose, Strategy and Performance. Seattle. Reports To: Christina Miyamasu, Chief Deputy, Criminal Operations Location: Primarily KCCH, Seattle; however, this position may need to go to meetings and events at the MRJC or other of Executive Assistant, Continuo ...
-
Executive Assistant
3 weeks ago
Sogeti Seattle, United StatesExecutive Assistant · Bellevue, WA · FTE - Direct hiring · Responsibilities: Proactively manage complex calendars and travel using MS Outlook. · Manage team meetings (scheduling, attendee management, agenda creation, note-taking) · Plan and execute events for a global team ...
-
Executive Assistant
3 weeks ago
Allen Institute Seattle, United StatesExecutive Assistant - Allen Institute for Neural Dynamics · The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on ...
-
Executive Assistant
3 weeks ago
GLP Seattle, United StatesExecutive Assistant · Department: Data Centers · Employment Type: Full Time · Location: Seattle · Compensation: $90,000 - $130,000 / year · Description · About Ada Infrastructure · Ada Infrastructure is a global data center business committed to being a positive force for technol ...
-
Executive Assistant
2 weeks ago
Russell Tobin Seattle, United StatesRussell Tobin & Associates is currently seeking an Executive Assistant for one of our big tech clients in Seattle, WA. This position is a 9-month contract with potential for extension for the right candidate. Apply today for immediate consideration. · Job Title: Executive Assista ...
-
Executive Assistant
3 weeks ago
Investco Seattle, United StatesAt Investco, we are team of professionals who manage, direct, and grow a large portfolio of operating businesses and real estate assets including residential, commercial, industrial, and agricultural properties. We've been in business since 1983 with a laser focus on creating and ...
-
Executive Assistant
2 days ago
Golden Gate Group Normandy Park, WA, United States Freelance**Bereuter Executive Search** is currently seeking a dynamic Assistant to the Management (m/f/d) for our client, a food start-up based in Normandy Park, WA. Our client specializes in developing and distributing brands for functional food and drinks in the areas of healthy lifesty ...
-
executive assistant
3 weeks ago
Marcus and Millichap Seattle, WA, United StatesMarcus & Millichap is looking for an Executive Assistant to provide professional support to a top producing Retail Broker in their Seattle office. Candidates must be extremely dependable, organized, proactive, and detail oriented. Additionally, the candidate must have exceptional ...
-
executive assistant
1 week ago
University of Washington Seattle, United StatesExecutive Administrative Support and Office Management Independently arranges and coordinates committee meetings, special events, and open forums Drafts meeting and Committee agendas, records, composes, and edits minutes, and tracks follow-up actions Executive Assistant, Medical, ...
-
Executive Assistant
2 weeks ago
Remitly Seattle, United States Full timeJob Description: · Remitly's vision is to transform lives with trusted financial services that transcend borders. Since 2011, we have been tirelessly delivering on our promises to people who send money around the world. Today, we are reimagining global financial services and buil ...
Executive Assistant - Seattle, United States - Pacific Health Preservation & Development Authority
Description
Job Description
Job DescriptionSalary: $52,000-$60,000 DOEPosition Summary:
The Executive Assistant provides administrative support at various levels by professionally assuring office efficiency, accurately supporting the governing board and committees, appropriately planning and overseeing events, and timely and accurately completing basic bookkeeping and financial tasks.
The Executive Assistant position involves following procedures and regulations to organize information and/or data and contains managing, negotiating, promoting, and/or leading or advising people in diverse situations and at different levels of the organization.
Workplace Culture:
As an employee of PHPDA, you are expected to present yourself in a professional manner to coworkers, other departments as well as customers and vendors. Each employee will need to display respect and understanding of all PHPDA values, policies, and procedures, remembering that every PHPDA employee contributes to our workplace culture. Every employee needs to strive to provide a positive team environment where everyone contributes and succeeds.
Primary Responsibilities:
1. ASSISTANCE TO THE EXECUTIVE
The primary responsibility of the Executive Assistant is ensuring that the Executive Directors office functions in an efficient and effective manner.
2. OFFICE AND ADMINISTRATIVE COORDINATION
The Executive Assistant maintains responsibility in ensuring that the PHPDA office functions in an efficient, effective manner that is compliant with all relevant City and State statutes.
3. GOVERNING COUNCIL & COMMITTEE SUPPORT
The Executive Assistant has primary responsibility for administrative activities related to the functions of the PHPDA's Governing Council, Finance Committee, Program Committee, and other ad hoc committees.
4. BOOKKEEPING & FINANCIAL SUPPORT
The Executive Assistant provides support to the PHPDA's financial functions, processes accounts payable.
5. EVENT PLANNING
The Executive Assistant is responsible for orchestrating PHPDA events, including public meetings, and facilitates use of PHPDA offices and the Pacific Tower campus property for community use.
6. Additional Responsibilities
Preferred Qualifications:
Education and Work Experience:
POSITION REQUIREMENTS Knowledge, Skills, and Abilities:
Knowledge:
Skills
Abilities:
Position Expectations: