Executive Assistant to VP Admin Services & Chief Financial Officer

Olympic College•Bremerton Campus, WA

About The Position

Olympic College is recruiting an Executive Assistant to the Vice President of Administrative Services (VPAS) and Chief Financial Officer (CFO). The position provides high-level administrative support, represents the executives in designated capacities, and helps ensure the efficient operation of Operations, Budget, and Finance departments. The role requires strong organization, attention to detail, discretion, and the ability to manage multiple priorities professionally. The Executive Assistant manages the executives’ calendars and communications; coordinates meetings, travel, and events; supports financial and office administration; and assists with strategic initiatives and projects. The position may represent the VPAS/CFO at authorized meetings and events, make routine administrative decisions within delegated parameters, and maintain confidential information and effective relationships with internal and external stakeholders. This is a full-time, exempt position scheduled Monday through Friday. The employee must reside in Washington State within a reasonable distance of campus to meet workplace reporting requirements. Frequent travel to Olympic College campuses or other sites may occur. The stated salary range is $85,000–$95,000 annually.

Requirements

A bachelor's degree or higher in a relevant field is preferred but not required; relevant fields include business administration, accounting, public administration, organizational leadership, or a related area.
Experience demonstrating advanced administrative, project management, and accounting or operational coordination skills may be considered in lieu of a degree.
Strong written and verbal communication skills.
Ability to manage sensitive information with discretion and professionalism.
Organizational skills, attention to detail, and problem-solving abilities.
Capacity to build and maintain collaborative relationships across diverse groups.
Must be currently authorized to work in the United States; visa sponsorship is not available.
Must reside in Washington State within a reasonable distance of campus at the time of hiring.
Must complete a background check, including criminal record history, and a Sexual Misconduct Disclosure Form.

Nice To Haves

Experience managing or coordinating administrative tasks and projects, preferably in a cross-functional or organizational leadership environment.
Familiarity with project management tools, report preparation, and data coordination.
Bachelor's degree or higher in business administration, accounting, public administration, organizational leadership, or a related area.

Responsibilities

Curate and prioritize the VPAS/CFO’s calendar, appointments, and meetings; resolve scheduling conflicts and coordinate time-zone changes.
Monitor and triage incoming email, calls, and correspondence; draft routine communications and serve as a primary triage point.
Coordinate communications between the VPAS/CFO, college departments, external partners, and other stakeholders.
Act as a primary point of contact and liaison between the executives and internal teams, board members, investors, and external partners.
Manage and update the Administrative Services newsletter and SharePoint site.
Coordinate meetings, prepare agendas and materials, organize presentations, record minutes as needed, and track follow-up items and deadlines.
Arrange travel logistics, including transportation, lodging, itineraries, and related documentation.
Coordinate executive events, retreats, conferences, and institutional activities, including scheduling, logistics, and materials preparation.
Conduct occasional local errands and deliver materials for departmental needs.
Process expense reports, purchasing card reconciliations, and travel reimbursements, and perform basic budget tracking for supported areas.
Coordinate office operations, supplies, vendor communications, and administrative processes in accordance with college policies and procedures.
Maintain accurate administrative records and support efficient operations in the supported areas, including tracking and producing the annual budget book.
Assist the VPAS/CFO with institutional and departmental goals, strategic initiatives, special projects, and planning efforts.
Conduct research, compile data, prepare reports and briefing materials, and track project milestones, deadlines, and deliverables.
Support the development, review, and implementation of policies, procedures, and administrative practices.
Represent the VPAS/CFO at authorized meetings, conferences, and events, communicating established positions, decisions, and directives.
Exercise delegated authority and make routine administrative decisions within established parameters; refer matters requiring executive judgment to the VPAS/CFO.
Collaborate with college departments to support compliance with institutional policies, procedures, and applicable regulations.
Maintain confidentiality and exercise sound judgment when handling sensitive financial, personnel, institutional, and executive information.
Foster positive relationships with internal and external stakeholders to facilitate communication, collaboration, and timely resolution of administrative matters.
Provide additional administrative support to the VPAS/CFO and supported areas as needed.

Benefits

Medical and vision insurance
Dental insurance
Long-term disability insurance
Life insurance
Accidental dismemberment coverage
Flexible Spending Arrangement
Dependent Care Assistance Program
Wellness Programs
SBRP retirement plan administered by TIAA
Deferred Compensation Program (DRS) retirement savings plan
TIAA supplemental retirement savings plan
11 paid holidays
Vacation, sick, and personal holiday leave
Aflac
Auto and home insurance
Space-available tuition waiver
Employee Assistance Program (EAP)
Fitness center
Reduced-rate and priority consideration for on-site childcare, based on space availability