The Port of Seattle
Commission Executive Assistant
The Port of Seattle, Seattle, Washington, us, 98127
At the Port of Seattle, we anticipate making salary offers between the minimum and the market reference point of the salary range. Offers will be based on the skill, knowledge, and experience a job candidate brings to the job and is consistent with other employees performing the same or similar work.
The Commission Executive Assistant provides executive support to the five elected Port Commissioners to enable them to successfully fulfill their official duties and responsibilities. The position is responsible for handling all administrative responsibilities for the Commissioners including scheduling and calendaring, expense and per diem reports, arranging frequent travel, both domestic and international, preparing and managing the Commission budget and contingency budget.
These duties are shared between two executive assistants with separate primary delegated duties however the assistants back each other up on all responsibilities.
You will manage complex calendar scheduling for Commissioners and Chief of Staff; ensure timely communication and coordination with strategic advisors for event preparation.You will prepare the Commission Department budget with the Chief of Staff; manage quarterly and monthly variance reports, adjust for discrepancies, and track unanticipated expenditures.You will manage internal financial controls, maintain proper documentation, and ensure transparency amid legal requirements; prepare monthly per diem reports for payroll processing.You will handle complex domestic and international travel arrangements, including flights, hotels, and Visa applications, ensuring compliance.You will document, reconcile, and submit expenses to Concur promptly; arrange logistics for offsite Commission retreats and meetings, including catering and room setups.You will verify and post approved expenses on the Port of Seattle website to meet State Auditor requirements.You will oversee outside service contracts with the Central Procurement Office, ensuring timely maintenance, vendor payments, and coordination on contract expiration.You will assist callers on the Commission Office mainline, monitor correspondence, and respond to special requests; manage office equipment and service requests.Who you are:
Experienced
- You have four (4) years of experience in providing administrative support to elected officials and/or executives.Desired
- We hope you are proficient in Microsoft Outlook, utilizing advanced features such as calendar management, task scheduling, and email organization.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 360 products, SharePoint, PowerPoint and Concur.Relationship Builder
- You are someone who can work with various levels of the organization to build relationships and resolve problems while providing excellent guidance and customer service. You can develop trusted relationships and partnerships with discretion, diplomacy, and tact.Politically Savvy
- You are adept in managing complex calendars, navigating and balancing internal and external commitments while maintaining a high level of confidentiality. Additionally, you have the political acumen to understand the nuance of the request to be able to adjust accordingly.Effective Communicator
- You have excellent verbal, written, and active listening skills and the ability to effectively work with internal and external stakeholders.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.Detail Oriented
- You have a strong attention to detail together with the demonstrated ability to work independently and take initiative while contributing to a team environment.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. You may be required to work any and all assigned shifts, including weekends and holidays. You may be required to work during emergencies.Work Environment
- This work will take place in a hybrid/in-office setting at Management's discretion.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.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
- Eligible for free or subsidized parking at your primary Port work location, validated parking for official Port business at alternate locations, as well as a low-cost public transit card.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.
The Commission Executive Assistant provides executive support to the five elected Port Commissioners to enable them to successfully fulfill their official duties and responsibilities. The position is responsible for handling all administrative responsibilities for the Commissioners including scheduling and calendaring, expense and per diem reports, arranging frequent travel, both domestic and international, preparing and managing the Commission budget and contingency budget.
These duties are shared between two executive assistants with separate primary delegated duties however the assistants back each other up on all responsibilities.
You will manage complex calendar scheduling for Commissioners and Chief of Staff; ensure timely communication and coordination with strategic advisors for event preparation.You will prepare the Commission Department budget with the Chief of Staff; manage quarterly and monthly variance reports, adjust for discrepancies, and track unanticipated expenditures.You will manage internal financial controls, maintain proper documentation, and ensure transparency amid legal requirements; prepare monthly per diem reports for payroll processing.You will handle complex domestic and international travel arrangements, including flights, hotels, and Visa applications, ensuring compliance.You will document, reconcile, and submit expenses to Concur promptly; arrange logistics for offsite Commission retreats and meetings, including catering and room setups.You will verify and post approved expenses on the Port of Seattle website to meet State Auditor requirements.You will oversee outside service contracts with the Central Procurement Office, ensuring timely maintenance, vendor payments, and coordination on contract expiration.You will assist callers on the Commission Office mainline, monitor correspondence, and respond to special requests; manage office equipment and service requests.Who you are:
Experienced
- You have four (4) years of experience in providing administrative support to elected officials and/or executives.Desired
- We hope you are proficient in Microsoft Outlook, utilizing advanced features such as calendar management, task scheduling, and email organization.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 360 products, SharePoint, PowerPoint and Concur.Relationship Builder
- You are someone who can work with various levels of the organization to build relationships and resolve problems while providing excellent guidance and customer service. You can develop trusted relationships and partnerships with discretion, diplomacy, and tact.Politically Savvy
- You are adept in managing complex calendars, navigating and balancing internal and external commitments while maintaining a high level of confidentiality. Additionally, you have the political acumen to understand the nuance of the request to be able to adjust accordingly.Effective Communicator
- You have excellent verbal, written, and active listening skills and the ability to effectively work with internal and external stakeholders.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.Detail Oriented
- You have a strong attention to detail together with the demonstrated ability to work independently and take initiative while contributing to a team environment.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. You may be required to work any and all assigned shifts, including weekends and holidays. You may be required to work during emergencies.Work Environment
- This work will take place in a hybrid/in-office setting at Management's discretion.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.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
- Eligible for free or subsidized parking at your primary Port work location, validated parking for official Port business at alternate locations, as well as a low-cost public transit card.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.