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.
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Executive Assistant

Seattle Community College District