Northwest Seaport Alliance
Executive Specialist
Northwest Seaport Alliance, Tacoma, Washington, us, 98417
The Executive Specialist provides highly complex and confidential support to the Sr. Executive Assistant and Executive Office. This position interfaces with the CEO, Commissioners, and other high-level internal/external contacts requiring considerable discretion and initiative. Will provide backup support to the Sr. Executive Assistant. This position is accountable for helping to ensure an effective, strategically focused, and publicly credible Executive Office.Key Responsibilities:
Provides support to the Executive Office including managing calendars, scheduling appointments, shifting priorities, negotiating schedules, and compiling related briefing information and materials. Acts as the first point of contact for the Executive Office and determines urgency, taking appropriate actions when necessary; screens mail and correspondence and responds accordingly. Acts as the first point of contact for the CEO and Deputy CEO seeking technical assistance via phone, e-mail, and in-person, escalating when appropriate.Event Management – Coordinates and provides logistical support for on-site and/or off-site meetings. Interfaces with customers and internal and external stakeholders as necessary to accomplish team objectives.In collaboration with the Sr. Executive Assistant, coordinates travel for the CEO, Deputy CEO, and Managing Members (international and domestic), including air, hotel, ground transportation, and conference registrations; processes travel expense reports, and ensures all passports and visas are current and kept up to date. Provides yearly travel reports for Executive and Managing Member travel to be distributed at the beginning of each year. Tracks commissioner engagements yearly.Reconciles expenses and submits receipts for the CEO, Deputy CEO, and Sr. Executive Assistant in accordance with NWSA policies.Prepares mailing of weekly staff briefings to the Managing Members, including coordinating with staff to gather required materials and information.Provides backup support to the CEO, Deputy CEO, and Managing Members and coordinates with the Sr. Executive Assistant to ensure proper coverage to meet the needs of the Executive Office, Managing Members, and the NWSA.Minimum Requirements:
An associate degree with college courses in business administration or a related field is required. An additional two (2) years of relevant experience may substitute for an associate degree.A minimum of three (3) years professional level administrative experience, including experience in using personal computers, to include Windows, MS Office Suite, including Excel, PowerPoint, Outlook, Access, and SharePoint, is required. Must possess a professional demeanor both verbally and in appearance. Must be able to work with tight deadlines, multi-task, and be flexible in a fast-paced environment. Must demonstrate the ability to exercise discretion and maintain confidentiality at all times. Must be professional and possess excellent relationship-building, interpersonal, and public relations skills. Must be proficient with computer software programs including Microsoft Outlook, Word, Excel, and PowerPoint. Must be skilled in coordinating travel both domestic and international. The incumbent must be highly professional, possess excellent verbal and written communication skills, detail-oriented, and be a team player with a strong work ethic.
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Provides support to the Executive Office including managing calendars, scheduling appointments, shifting priorities, negotiating schedules, and compiling related briefing information and materials. Acts as the first point of contact for the Executive Office and determines urgency, taking appropriate actions when necessary; screens mail and correspondence and responds accordingly. Acts as the first point of contact for the CEO and Deputy CEO seeking technical assistance via phone, e-mail, and in-person, escalating when appropriate.Event Management – Coordinates and provides logistical support for on-site and/or off-site meetings. Interfaces with customers and internal and external stakeholders as necessary to accomplish team objectives.In collaboration with the Sr. Executive Assistant, coordinates travel for the CEO, Deputy CEO, and Managing Members (international and domestic), including air, hotel, ground transportation, and conference registrations; processes travel expense reports, and ensures all passports and visas are current and kept up to date. Provides yearly travel reports for Executive and Managing Member travel to be distributed at the beginning of each year. Tracks commissioner engagements yearly.Reconciles expenses and submits receipts for the CEO, Deputy CEO, and Sr. Executive Assistant in accordance with NWSA policies.Prepares mailing of weekly staff briefings to the Managing Members, including coordinating with staff to gather required materials and information.Provides backup support to the CEO, Deputy CEO, and Managing Members and coordinates with the Sr. Executive Assistant to ensure proper coverage to meet the needs of the Executive Office, Managing Members, and the NWSA.Minimum Requirements:
An associate degree with college courses in business administration or a related field is required. An additional two (2) years of relevant experience may substitute for an associate degree.A minimum of three (3) years professional level administrative experience, including experience in using personal computers, to include Windows, MS Office Suite, including Excel, PowerPoint, Outlook, Access, and SharePoint, is required. Must possess a professional demeanor both verbally and in appearance. Must be able to work with tight deadlines, multi-task, and be flexible in a fast-paced environment. Must demonstrate the ability to exercise discretion and maintain confidentiality at all times. Must be professional and possess excellent relationship-building, interpersonal, and public relations skills. Must be proficient with computer software programs including Microsoft Outlook, Word, Excel, and PowerPoint. Must be skilled in coordinating travel both domestic and international. The incumbent must be highly professional, possess excellent verbal and written communication skills, detail-oriented, and be a team player with a strong work ethic.
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