Administrative Specialist to the Assistant Vice Presidents

University of Washington Medical Center•Seattle, WA

1d•$72,648 - $76,008•Hybrid

About The Position

The Alumni and Stakeholder Engagement (ASE) department at the University of Washington has an opening for an Administrative Specialist to support two executive leaders. This is a full-time, permanent position. The Administrative Specialist to the Assistant Vice Presidents provides executive-level administrative support, project management, and operational coordination for the Assistant Vice President for Engagement and the Assistant Vice President for Marketing & Communication. The role supports executive scheduling, communications, meeting and event coordination, project tracking, briefing preparation, and stakeholder engagement activities. The position also provides support to the Vice President of Alumni & Stakeholder Engagement and works closely with Advancement leaders, university partners, trustees, volunteers, and other stakeholders.

Requirements

Bachelor's degree AND at least 4 years of experience providing administrative support to executive leadership or related experience.

Nice To Haves

Exceptional organizational and project management skills, with the ability to manage complex calendars, coordinate meetings and balance multiple priorities in a fast-paced environment.
Strong written and verbal communication skills, with the ability to communicate clearly, professionally and effectively with a variety of audiences.
Proven ability to work with high-level volunteers and/or donors.
Knowledge of alumni relations, advancement, development, or stakeholder engagement practices.
Experience in data management.
Proficiency in Microsoft Office Suite for managing correspondence, reports, schedules and presentations.
Strong attention to detail and accuracy, with the ability to exercise sound judgment, solve problems and work independently with minimal supervision.

Responsibilities

Support the complex calendar and scheduling needs of two Assistant Vice Presidents, coordinating meetings and events with internal and external stakeholders. Use sound judgment to prioritize requests, resolve conflicts and proactively manage scheduling changes.
Organize meetings and provide executive support, including logistics coordination, agenda preparation, briefing materials, meeting documentation and follow-up on action items and next steps.
Draft and prepare correspondence, acknowledgments, reports and other communications on behalf of the AVPs.
Conduct research, prepare executive briefing materials, assist with reporting and analysis and support planning and implementation of projects and strategic initiatives.
Support the AVPs in managing projects, initiatives, stakeholder engagement activities, reporting efforts and operational priorities.
Coordinate project plans, timelines, deliverables, action items and follow-up activities to support progress toward goals and deadlines.
Assist with tracking workplans, goals and reporting metrics associated with team and departmental initiatives.
Arrange travel and manage expense processing, administrative budget tracking, recordkeeping and financial reporting activities.
Maintain records and support reporting, data tracking and administrative systems that help advance team goals and priorities.
Exercise discretion when handling confidential and sensitive information and support the AVPs in managing complex and time-sensitive matters.
Provide backup calendar and administrative support to the Vice President for Alumni and Stakeholder Engagement, as needed.
Coordinate logistics for meetings and events, including scheduling, venue arrangements, catering, technology support, agendas, materials, meeting documentation and follow-up actions.
Support ASE all-staff meetings, retreats, professional development sessions, team initiatives and other internal gatherings.
Provide onsite support for meetings and events, including setup, troubleshooting, hybrid meeting support and logistical coordination.
Support ASE and University Advancement events, which may occasionally occur outside of standard business hours.
Other duties and special projects as assigned.