Overview: The Executive Support Specialist is an ambassador for the Executive Department/Office of the CEO, requiring excellent communication and interpersonal skills and a strong commitment to the agencys core values of accountability, equity & inclusion, initiative, integrity, mutual respect, teamwork and service-focused. Under general supervision, the Executive Support Specialist provides confidential and highly responsive executive support to the Department, including complex scheduling, meeting and travel logistics, public meetings of the agencys Board of Directors, executive leadership team meetings and events, public disclosure, and other day-to-day office functions. Provides general administrative support to the CEO and Chief of Staff, as well as to the Communications and Public Affairs Department in matters related to the Executive Department/CEO.
Essential Duties:
Provides confidential day-to-day administrative support to the Executive Department/Office of the CEO, including complex scheduling, meeting preparation and logistics, and coordination of special events, projects, and travel arrangements Acts as an ambassador for the department to internal and external customers and collaborates as part of the Executive Department team to ensure continuity, consistency, and responsiveness.
Assists in the preparation and administration of the agencys Board of Directors meetings in collaboration with the Board Administrator and in accordance with the Open Public Meetings Act. Utilizes technology skills to support both remote and in-person formats simultaneously. Ensures materials and legal notices are accurate and published in accordance with established procedures and legal requirements.
Supports the agencys Public Disclosure Officer by processing, researching, and responding to Public Disclosure Requests in accordance with all applicable laws and regulations.
Serves as the departments point of contact for customer comments and coordinates within the department and cross-functionally as needed on follow-up steps and timely responses.
Manages a variety of documents vital to the department and the agency, including internal and external correspondence, contract routing, expenditures, and alike. Ensures efficient processes are followed for items requiring signature and the handling and storage of department and agency documents is done in accordance with the agencys public records retention and disposition standards and procedures.
Prepares and processes department purchase orders, requisitions, monthly credit card reconciliations, and claims for expense timely and accurately. Assists with budget preparation and monitoring.
Manages facility work orders and maintains office supplies to support the department, and coordinates with others to design efficiencies and process improvements where needed.
Perform other duties of a similar nature.
Requirements:
MINIMUM QUALIFICATIONS:
Associates degree.
Minimum of five years of experience as an administrative assistant or similar role involving the handling of confidential information.
Valid WA State drivers license or the ability to obtain one prior to starting.
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Preferred Qualification*
Bachelors degree.
Two years of increasingly responsible experience supporting executive leadership of a public agency or corporation.
Municipal Clerks training or equivalent knowledge and experience with WA States Open Public Meetings Act and Public Disclosure Act.
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ENTRY REQUIREMENTS: *
Requires knowledge:
Expert knowledge of English (verbal and written) usage and grammar.
Office procedures, methods, and equipment including computers and software applications such as word processing, spreadsheets, presentations, and databases.
Required skills:
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, and Teams) as well as Zoom.
Strong oral and written communication skills.
Maintaining confidentiality and communicating with tact and diplomacy.
Experience interacting with executive leadership and their support teams.
Developing and maintaining effective working relationships with department staff, supervisor, teams/employees, managers, Board members, external groups and the general public.
Ability to provide independent judgement, problem solve, handle multiple projects efficiently and effectively and prioritize work in order to deliver timely, accurate results.
Knowing when to elevate issues to higher level for resolution or guidance.
Customer service.
Preparing and analyzing complex data, presentations, and reports.