EXECUTIVE ASSISTANT Job at University of Washington in Seattle

If you are using a screen reader and experience any difficulty accessing our web pages, please call 206-543-2544 or email UWHires and we will be happy to assist you. Job Location Detail: Eligible for occasional telework; occasional travel off-campus for events. Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website. The School of Law has an outstanding opportunity for an Executive Assistant to join their team. The Dean’s Office of the School of Law needs confidential executive administrative and events support. The support will include supporting the Dean’s office, student affairs, DEIB, and the Washington State Bar Association WLI program which has an external advisory board. Under the direction of the Associate Dean for Finance and Administration and the Associate Dean for Student Affairs and in collaboration with other staff, this position will support the Dean, Associate and Assistant Deans and WLI program with scheduling, event management, travel arrangements, procurement, reception duties, answering Dean’s Office phone line, and help with various office duties as needed. The Executive Assistant will perform independent work under general direction with minimal supervision in an intense, dynamic, and often stressful environment, and will have complex and politically sensitive interactions with the internal and external law community including alumni engagement. DUTIES AND RESPONSIBILITIES WLI Coordinator (40%) Manages day to day operations for the program such as oversight of program budget, nomination of program fellows & board for awards, application process, and program communications including the board and fellows reporting and training. Manages 8-month training course for fellows including scheduling of speakers, communications with participants, travel arrangements, preparation of course materials, and course feedback. Communicates regularly with WLI board members regarding program status, applicant selection process, and board meetings. Manages application process function for the program including daily interactions with applicants, collecting, and organizing applications for review, issuing letters of acceptance, and developing policies and procedures to ensure applicant process is timely and efficient. Develops communication materials for the program including print materials, advertisements, and social networking campaigns. Develops reports and maintains all files related to program, including hard copy and electronic, for current fellows and alumni program. Performs other duties as needed. Executive Support / Event Support (30%) In collaboration with the Executive Assistant maintain associate deans’ dynamic calendars and coordinate high-profile meetings with deans, faculty and/or various colleges or administrative units on campus in addition to external stakeholders and instructors. Manage reimbursements and travel arrangements and provide planning and support for Dean and Associate Deans’ functions, outside speakers and special events, both on and off campus. Provide back-up coverage in the Dean’s office. Independently compose and distribute general correspondence. Define scope, conduct research, analyze, and prepare information, reports, correspondence, and other materials for use by the Dean, Associate Deans, and other senior staff members. Diversity, Equity, Inclusion and Belonging (DEIB) Support Dean’s office, Admissions and Student Affairs (30%) Provide executive-level administrative support to the Associate Dean for Student Affairs, Admissions and DEIB while maintaining a high level of professionalism, discretion, customer service, and responsiveness. Maintain records, documentation, calendaring, and ensure completion of DEIB projects. Organize, track, and monitor action plans for DEIB strategic goals and track progress against deadlines. Maintain repository of DEIB documentation to ensure information is organized and shared with the community. Support Admissions events and activities. MINIMUM REQUIREMENTS Bachelor’s degree and 2 years of administrative experience with progressive responsibility. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS Advanced knowledge and experience with MS Word, presentation, spreadsheet, email and calendaring software. Experience managing events. Excellent oral and written communications ability including the ability to prepare draft documents as required. Discretion and the ability to maintain confidentiality. Ability to work independently and professionally under the pressure of frequent deadlines in a fast-paced environment. Outstanding customer service and communication skills, and the ability to work with a diverse community. Employee may need to work occasional nights or weekends depending on events. WSDL required to manage events and to get to locations for events. DESIRED QUALIFICATIONS Experience in executive support or communications, donor relations, public relations or a related field is desired. Experience working in higher education is desired but not required. Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu. Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. #J-18808-Ljbffr