Executive Assistant to the Commission Office

Port of Seattle•Seattle, WA

About The Position

As an Executive Assistant to the Commission Office, you will provide executive support to the five (5) elected Port Commissioners to enable them to successfully fulfill their official duties and responsibilities. You will also be responsible for handling all administrative responsibilities for the Commission Office including internal scheduling and calendaring, per diem reports, preparing and managing the Commission budget and contingency budget. You will manage Commission calendars and scheduling for all five Commissioners, balancing complex and fluid scheduling constraints with Commission priorities. You will ensure Commissioners are informed of their schedules, calendar changes, and required actions, and promptly respond to scheduling and special requests from Commissioners, the Chief of Staff, Deputy Chief of Staff, Port employees, the Executive team, and constituents. You will coordinate Commission information and meeting preparation by partnering with strategic advisors to ensure Outlook calendars include accurate locations, briefing materials, background information, and other relevant details. You will maintain an accurate look-ahead calendar and incorporate updates into weekly communications to Commissioners. You will coordinate logistics and administrative support for Commission meetings, retreats, and special events, including meeting space, facilities, catering, and hospitality. You will serve as the central operational hub for the Commission Office by facilitating information flow, communication, and day-to-day operations for Commissioners and Chiefs of Staff. You will serve as a liaison between the Commission Office, internal departments, external stakeholders, and the public, providing proactive coordination and guidance to support an efficient, responsive, and well-run office. You will manage office technology, facilities, and administrative services by partnering with ICT, Facilities, Security, and other Port departments to resolve technology and equipment needs for Commissioners and Chiefs of Staff. You will coordinate cell phones and international service, equipment procurement, office moves, furniture and nameplate changes, repairs, and delivery of materials to Commissioners at home or while traveling. You will manage daily mail and serve as the Commission Office time administrator. You will oversee the Commission Office budget and financial reporting by supporting the Chief of Staff and Commission President in reviewing the recommended budget and justifications for new budget items. You will monitor monthly and quarterly variance reports, research and explain discrepancies, make necessary adjustments, confirm unanticipated expenditures, and track Promo Hosting and Trade Business & Community Development (TBCD) costs. You will prepare monthly per-dem reports for all five Commissioners and submit them to payroll to support timely payment. You will manage contracts, procurement, and vendor payments in coordination with the Central Procurement Office, ensuring compliance with Port procurement standards, timely payments, accurate tracking of contract status and available funds, and maintenance of contract and vendor records. You will coordinate with the Deputy Chief of Staff regarding contract expirations and remaining balances and provide recommendations regarding contract actions, scheduling, and budget needs. You will ensure public disclosure and transparency requirements are met by coordinating timely and accurate responses to public disclosure requests involving the Commission Office, Commissioners, and Chiefs of Staff. You will track outstanding requests, coordinate records collection and review, and ensure fulfillment is consistent with legal requirements and the high level of public and media interest in Commission activities and expenditures. You will lead staff onboarding and offboarding by serving as the primary coordinator with Human Resources, ICT, Facilities, Security, and other departments to arrange building access, parking, technology, office setup, equipment, system permissions, orientation, required training, and the timely return of organizational assets. You will ensure processes are completed accurately and on schedule to support employee experience and operational continuity.

Requirements

Four (4) years of experience providing administrative support to elected officials and/or executives.
Knowledge of office processes and procedures, including accounting and budgeting practices, and expense management.
Understanding of appropriate protocols for interacting with Commissioners, distinguished guests, and visitors.
Ability to build relationships with key personnel.
Ability to exercise tact and diplomacy in dealing with sensitive issues and situations.
High attention to detail and a high level of accuracy.
Time management skills including prioritizing work and meeting deadlines.
Experience using Concur to process expense reports.
Strong understanding of PeopleSoft for financial reporting, budgeting, and time reporting.
Highly proficient in Microsoft Office applications, including Outlook, SharePoint, and PowerPoint.

Nice To Haves

Commitment to Equity – Apply equity and exemplify shared values, behaviors, and practices in all aspects of the work.

Responsibilities

Provide executive support to the five elected Port Commissioners.
Handle all administrative responsibilities for the Commission Office, including internal scheduling and calendaring.
Manage per diem reports.
Prepare and manage the Commission budget and contingency budget.
Manage Commission calendars and scheduling for all five Commissioners.
Ensure Commissioners are informed of their schedules, calendar changes, and required actions.
Respond to scheduling and special requests from Commissioners, Chiefs of Staff, Port employees, the Executive team, and constituents.
Coordinate Commission information and meeting preparation.
Maintain an accurate look-ahead calendar and incorporate updates into weekly communications to Commissioners.
Coordinate logistics and administrative support for Commission meetings, retreats, and special events.
Serve as the central operational hub for the Commission Office.
Facilitate information flow, communication, and day-to-day operations for Commissioners and Chiefs of Staff.
Serve as a liaison between the Commission Office, internal departments, external stakeholders, and the public.
Manage office technology, facilities, and administrative services.
Coordinate cell phones and international service, equipment procurement, office moves, furniture and nameplate changes, repairs, and delivery of materials.
Manage daily mail.
Serve as the Commission Office time administrator.
Oversee the Commission Office budget and financial reporting.
Support the Chief of Staff and Commission President in reviewing the recommended budget and justifications for new budget items.
Monitor monthly and quarterly variance reports, research and explain discrepancies, make necessary adjustments, confirm unanticipated expenditures, and track Promo Hosting and Trade Business & Community Development (TBCD) costs.
Prepare monthly per-dem reports for all five Commissioners and submit them to payroll.
Manage contracts, procurement, and vendor payments in coordination with the Central Procurement Office.
Ensure compliance with Port procurement standards, timely payments, accurate tracking of contract status and available funds, and maintenance of contract and vendor records.
Coordinate with the Deputy Chief of Staff regarding contract expirations and remaining balances.
Provide recommendations regarding contract actions, scheduling, and budget needs.
Ensure public disclosure and transparency requirements are met.
Coordinate timely and accurate responses to public disclosure requests involving the Commission Office, Commissioners, and Chiefs of Staff.
Track outstanding requests, coordinate records collection and review, and ensure fulfillment is consistent with legal requirements.
Lead staff onboarding and offboarding.
Coordinate with Human Resources, ICT, Facilities, Security, and other departments to arrange building access, parking, technology, office setup, equipment, system permissions, orientation, required training, and the timely return of organizational assets.