Executive Assistant

About the role

South Puget Sound Community College (SPSCC) seeks a highly motivated and qualified individual for the position of Executive Assistant to the President's Office, Public Relations, Human Relations, and Information Technology Divisions, consistent with the mission and goals of the college. The Executive Assistant handles sensitive and confidential matters, exercising good judgment, tact, and discretion in evaluating situations, solving problems, and making decisions. The position performs a variety of related advanced administrative support functions. Many of the duties and responsibilities are performed independently and with minimal supervision or approval of supervisors.

Responsibilities

• Provide executive-level administrative support to the Executive Technology Officer and Executive Human Resources Officer, including maintaining appointment calendars, scheduling meetings, and coordinating travel and registrations.
• Manage logistics of executive team meetings and retreats, including building agendas, gathering supporting materials, managing calendar invitations, and coordinating locations.
• Manage budgets for the Public Relations and Human Resources divisions, including managing multiple purchasing cards, evaluating costs and coordinating purchases, participating in annual budget preparations, and guiding departmental staff on purchasing and other administrative practices and procedures.
• Serve as the point of contact for internal and external customers and routing or responding to requests and inquiries.
• Provide additional administrative support for the Human Resources division including coordinating and supporting recurring meetings with bargaining units, supporting special events such as trainings and wellness events, completing administrative tasks such as filing, scanning, and archiving, maintaining college-wide data sets including organizational charts and anniversary list, and coordinating delivery and participation in employee surveys.
• Under direction of the College's public records officer, coordinate the public records program by receiving and managing public records requests, coordinating records searches, maintaining the request log, reviewing and redacting records for release as required by law, and communicating with requestors, College departments, and legal counsel.
• Complete or assist with special projects, special events, and emerging initiatives as assigned.
• Serve as a member and/or recorder of designated college-wide committees, councils, and task forces.
• Perform other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent AND three years of increasingly responsible administrative support experience. Degree may substitute for up to 2 years of experience.
• Demonstrated proficiency utilizing various software applications, including Microsoft Office 365 programs.
• Demonstrated ability to manage budgeting workflows and processes.
• Demonstrated experience or participation with persons from diverse backgrounds and a commitment to an inclusive and equitable working/learning environment.

Preferred Qualifications

• Knowledge of state government organization and administrative procedures.
• Experience with developing and managing government contracts.
• Experience working in a complex digital environment with modern toolsets.