Senior Executive Assistant

About the role

The position is a term-limited position with an expected position duration of 5 years. It provides comprehensive administrative support to an executive director of a department or similar level.

Responsibilities

• Serves as first point of contact between the department/program and external entities; receives inquiries and complaints from a variety of sources; provides information and assistance including responding to sensitive requests for information and assistance; gathers information and prepares letters, reports or memoranda in response to complex or general issues; prepares reports and supporting documentation on issues external to the department or issues having a high impact on the department and Agency;
• Performs and/or coordinates administrative/technical duties for an executive director or other similar level position within the department; researches and composes documents and/or correspondence for review/signature; prepares selected correspondence, manuals, and reports as directed; reviews and checks documents and records for accuracy, completeness, and conformance with applicable rules and regulations; prepares and files legal pleadings in accordance with court rules as appliable, prepares and/or assists in the preparation of agendas, notices, minutes, announcements, applications, resolutions, and other documents;
• Coordinates executive directors schedules and meeting calendars; coordinates department’s process flow; coordinates departmental budget development and quarterly budget reporting; coordinates purchasing and financial issues and contracts; makes process improvement decisions, and at times, takes the lead role on assigned projects; coordinates communications with other agency departments, divisions, and outside agencies on behalf of the executive director and the department; coordinates department status report for executive director and coordinates personnel processes for the department;
• Performs administrative support duties such as maintaining meeting calendars; sorting and distributing department and executive directors mail as appropriate; taking and transcribing minutes for meetings; coordinates and monitors defined projects and activities within department and recommends actions and modifications as appropriate; maintains records of departmental expenditures; assists in preparation of department budget estimates; collects and compiles statistical, financial, and other information for special or periodic reports; manages departmental contract processes and proactively advises managers of contract deadlines; initiates and troubleshoots invoice payments and change orders, as well as processing agency-wide dues/memberships, via intra-departmental collaboration; financial troubleshooting.

Requirements

• Education and Experience: Bachelor’s degree in Business Administration or a closely related field. Four years of experience providing administrative support functions for an executive level director or similar level in a large department or organization that includes coordinating administrative support functions such as schedules, budget/procurement, and special projects; Or an equivalent combination of education and experience.

Qualifications

• Operational characteristics, services, and activities of assigned functions, programs, and departmental operations.
• Processes, procedures, and practices of budget preparation and administration.
• Principles and practices of fiscal, statistical, and administrative research and report preparation.
• Customer service and public relations methods and techniques.
• Pertinent federal, state, and local laws, codes, and regulations.
• Basics principles and practices used in establishing and maintaining files and information retrieval systems.
• Communication techniques and strategies to facilitate responding to inquiries and routing calls and customers to the appropriate staff member.
• Administrative practices for office management.
• Basic bookkeeping practices.
• Basic mathematical principles.
• Methods and techniques of proper phone etiquette.
• Basic principles of business letter and report writing.
• Principles and procedures of record keeping.

Skills

• Operational characteristics, services, and activities of assigned functions, programs, and departmental operations.
• Processes, procedures, and practices of budget preparation and administration.
• Principles and practices of fiscal, statistical, and administrative research and report preparation.
• Customer service and public relations methods and techniques.
• Pertinent federal, state, and local laws, codes, and regulations.
• Basics principles and practices used in establishing and maintaining files and information retrieval systems.
• Communication techniques and strategies to facilitate responding to inquiries and routing calls and customers to the appropriate staff member.
• Administrative practices for office management.
• Basic bookkeeping practices.
• Basic mathematical principles.
• Methods and techniques of proper phone etiquette.
• Basic principles of business letter and report writing.
• Principles and procedures of record keeping.

Benefits

• Sound Transit also offers a competitive benefits package with a wide range of offerings, including:
• Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.
• Long-Term Disability and Life Insurance.
• Employee Assistance Program.
• Retail Plans: 401a – 10% of employee contribution with a 12% match by Sound Transit; 457b – up to IRS maximum (employee only contribution).
• Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.
• Parental Leave: 12 weeks of parental leave for new parents.
• ORCA Card: All full-time employees will receive an ORCA card at no cost.
• Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.
• Compensation Practices: We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you’ll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues.

Pay

Salary range is $25.48/hr to $71.63/hr with a midpoint of $48.56/hr. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

Schedule

This is a term-limited position with an expected position duration of 5 years.