Executive Assistant

Seattle Community College District Seattle , WA 98113

Posted 5 months ago

The Executive Assistant is a full-time, exempt position at Seattle Colleges. The Executive Assistant provides direct, confidential and comprehensive administrative support to the Senior Executive Assistant to the Chancellor and Board of Trustees and other functions of the Chancellor's Office. Responsibilities include but are not limited to: coordinating office wide projects, composing correspondence, room scheduling, research for and preparation of reports; developing, monitoring, and maintaining budgetary and financial records/files; creating and maintaining spreadsheets as well as establishing and maintaining manual and electronic database files; responding to in-person, email and telephone inquiries.

This job posting will remain open until filled, but applications received by September 5, 2018 will receive priority review.

Seattle Colleges are committed to recruiting dedicated faculty and staff who together create a welcoming academic climate that reflects the diverse backgrounds of our community, including ethnicity, national origin, religion, race, gender, gender identity, age, status as a veteran or disabled veteran, disability, political status, and sexual orientation.

Appointment of the successful candidate to this position may be made contingent upon a satisfactory outcome of a criminal conviction history check.

This is a non-represented, civil service exempt position.

Essential Functions:

  • Serve as confidential assistant to the Senior Executive Assistant to the Chancellor and Board of Trustees.

  • Assist the Senior Executive Assistant in providing support to the Chancellor and Board of Trustees.

  • Assist the Chancellor's Office with all duties within the department, interacting with all levels of management, faculty, staff, and students within the Seattle Colleges community and external partners and the general public.

  • Serve in a liaison capacity between the Chancellor's Office to the Seattle Colleges internal community as well as the general public.

  • Maintain the Chancellor's calendar, schedule and confirm meetings.

  • Provide meeting materials and prepare background information for the Chancellor.

  • Provide front desk reception services for the office.

  • Provide professional customer service either in person, over the phone and/or in writing, with the ability to provide accurate and relevant information regarding Seattle Colleges and the Chancellor's Office.

  • Hire, train and supervise reception support staff, if any, including temporary hourly and student employees.

  • Manage Siegal Center conference room calendars and conference rooms.

  • Coordinate facilities reservations, refreshments requests, catering and other arrangements for on and offsite events and meetings.

  • Prepare major correspondence; coordinate compilation of information; review and edit a variety of documents.

  • Prepare and assist in the preparation, compilation, and coordination of reports for financial, purchasing, inventory, and personnel records for Chancellor's Office; monitor and maintains budgets and expenditures; evaluate costs for expenditures; complete all travel related documents for Chancellor's Office; complete payroll documents using Liquid Office, as well as personal services contracts for Chancellor's Office.

  • Prepare and send correspondence on behalf of the Chancellor's Office or Chancellor.

  • Provide support for special events and meetings.

  • Serve on assigned committees and represent the Chancellor's Office.

  • Maintain confidential files for the Chancellor's Office.

  • Monitor department budgets as assigned.

  • Coordinate and improve standing processes for events and communications.

  • Maintain department supplies and equipment, lead office-wide administrative support initiatives.

  • Prepare travel documents, reimbursement requests, invoices, payments,and contracts.

  • Provide back-up coverage for the Senior Executive Assistant.

  • Work on special projects and perform other duties as assigned.

Required Education, Experience & Abilities:

  • Associate's Degree OR any combination of relevant education, training, and experience that indicate successful performance of the essential elements of the position.

  • 3-5 years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

  • Demonstrated successful experience working with people from very broadly defined diverse communities.

  • Demonstrated ability to take initiative and proactively add value to a team.

  • Proven experience working with technology and ability to adapt to new systems.

  • Superior oral and written communication skills.

  • Demonstrated ability to exercise independent judgment and take initiative.

  • Demonstrated ability to manage multiple tasks, set priorities and coordinate activities with complex components with minimum supervision.

  • Verifiable ability to exercise a high degree of judgement when working in sensitive and highly confidential environments.

Preferred Qualifications:

  • Experience working in a community college or other higher education setting.
upload resume icon
See if you are a match!

See how well your resume matches up to this job - upload your resume now.

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Executive Assistant

Bulletproof

Posted 1 week ago

VIEW JOBS 1/8/2019 12:00:00 AM 2019-04-08T00:00 Description Bulletproof Overview: Bulletproof is an omni-channel content driven consumer products company. Our vision is to tap into the unlimited power of being human and we do this by holding true to our mission of creating products that radically improve lives. Bulletproof helps people live better by providing information and products that help them use fat for fuel, say goodbye to sugar and supercharge mitochondria increasing their energy. Bulletproof has a team of experienced entrepreneurs and biohackers working to make high performance a daily reality for everyone on the planet. While our culture is casual and our workplace flexible, the team is passionate, customer driven, meaningfully connected, smart, and results focused. Our customers know that our coffee, beverages, food, and supplements are the purest you can get anywhere, and you can expect to feel a difference in how you perform the first time you experience them. Environmentally conscious and ethically sourced products build a sustainable foundation for future generations to thrive. Bulletproof coffee has developed a cult following across the nation as a drink that provides sustained energy, while also programming your body to burn fat for energy. In addition to providing convenient access to products through eCommerce, brick and mortar retail stores (e.g. Whole Foods Market) and Bulletproof Cafes, Bulletproof has developed a specialized diet, which is based on eating high amounts of healthy fats, moderate amounts of high-quality protein, and tonsof organic vegetables eaten at the right time in order to create unbelievable levels of energy and weight loss. Position Overview: Bulletproof is looking for an Executive Assistant to support the Office of the CEO. This person should have a strong entrepreneurial spirit to help us build a world-class company and grow our knowledge base. On a day-to-day basis, the Executive Assistant (EA) will work as part of an administrative team providing high level, proactive administrative support for the CEO, Director of Strategy and Sr EA, including calendaring, email management and other administrative responsibilities. The ideal EA will have a flexible and enthusiastic attitude, will be highly organized and have a detail-oriented instinct. The ideal EA will have the proven ability to work autonomously, handle multiple tasks while effectively prioritizing in an ever-changing, fast-paced environment. The EA will be expected to demonstrate strong business judgment, professional etiquette and organizational, analytical and problem-solving skills. The EA will also have an interest in learning more about the business, taking on more non-administrative responsibilities, and finding opportunities to make an impact across the company. Key Responsibilities: * Provide complex and diverse high-level administrative support to CEO and Director of Strategy; ensure organized and efficient operations. * Help manage and maintain busy calendar; respond to meeting requests that require frequent re-prioritization. * Proactivelyprovide support and anticipate the needs of the executives. * Manage the calendars proactively to make effective and efficient use of the executives' time. * Handle sensitive business and confidential information with discretion, tact and diplomacy. * Proactively seek ways to streamline office processes and leverage best practices that build on our collaborative work environment. * Execute a wide range of administrative projects including planning meetings, tracking team projects, booking and managing travel logistics and processing expense reports. * Seamlessly coordinate and track multiple tasks as assigned. Qualifications: * Minimum 5-7 years of high-level executive support experience, with at least 3 years supporting C-level * Proven track record of follow through and attention to detail while meeting deadlines * Excellent verbal and written communication skills * Strong organizational skills that reflects the ability to prioritize, plan and perform multiple urgent tasks seamlessly. * Self-directed: able to determine priorities, make decisions, and manage time well. * Highly efficient; constantly engaged in improving Advanced skills with MS Office * Ability to anticipate needs * Excellent attention to detail * Thrives in a fast-paced environment * Works well under pressure and meets deadlines * Bachelor's degree required Professional traits that are not unique to this position, but necessary for all Bulletproof employees: * Exhibits excellent judgment * Entrepreneurial problem solver with strong troubleshooting skills * Vocally self-aware and curious * Results oriented * Ability to effectively manage time, multi-task, and prioritize projects to meet established deadlines * Ability to communicate clearly and concisely, both verbally and written * Has relentlessly high standards * You love learning, and it's one of the things you do to make yourself better every single day This is a full-time position based in the Seattle area. Maximum fun, maximum knowledge, and maximum performance are a part of the job description, and you'll get to work with the team on a regular basis to upgrade your game, your mental performance, and your life. This is a great opportunity to grow with a company. Think you've got what it takes? Let's talk! Bulletproof Seattle WA

Executive Assistant

Seattle Community College District