Executive Assistant, Office of the Provost and Academic Affairs

Bellevue Community College • Bellevue, WA

48d • $72,488 - $101,484

About The Position

The Executive Assistant (EA) serves as a key member of the Office of the Provost and Academic Affairs, reporting to the Director of the Office of the Provost and Academic Affairs. EA provides confidential, executive-level administrative support to the Provost and Vice Provost, ensuring priorities are implemented with clarity, discretion, and efficiency. This role manages complex calendars, travel arrangements, communications, and briefing materials for senior leadership, and coordinates divisional meetings, retreats, and high-visibility events. Working in close alignment with another EA under the Director's guidance, EA maintains a primary focus on executive-facing responsibilities while remaining cross-trained to support operational functions as needed. This scaffolded approach ensures continuity, role clarity, and seamless support for Academic Affairs leadership and institutional priorities.

Requirements

• Bachelor's degree in Education, Communication, Business Administration, Public Administration, Office Technology, or a related field. (An associate¿s degree and two additional years of administrative experience may substitute. Relevant experience may be considered on a year-for-year basis.)
• Demonstrated experience providing administrative or executive support in a high-volume, fast-paced office setting.
• Demonstrated ability to manage complex calendars, prioritize competing demands, and support executive-level meetings and communications.
• Demonstrated ability to incorporate diverse perspectives and work effectively with individuals from a variety of backgrounds and identities.
• Proven ability to work independently, be self-directed, and respond to changing priorities while meeting deadlines.
• Demonstrated discretion and professionalism in handling sensitive or confidential information.
• Strong written and verbal communication skills, including drafting formal communications and preparing briefing materials.
• Intermediate proficiency with Microsoft Office 365 products (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint).

Nice To Haves

• Prior experience supporting senior executives (e.g., provost, vice president, president) in higher education or a public institution.
• Experience coordinating high-profile institutional events, such as Commencement or strategic retreats.
• Familiarity with Washington's community and technical college system (SBCTC) and governance culture.
• Experience participating in or supporting cross-campus working groups such as President's Cabinet Assistants or shared governance bodies.

Responsibilities

• Independently manage complex calendars for the Provost, Vice Provost, and Director, coordinating internal leadership meetings, external partnerships, and statewide obligations.
• Prepare briefing materials and communications by gathering documents, drafting talking points, and synthesizing key issues.
• Coordinate detailed travel arrangements and itineraries for the Provost, Vice Provost, and Director, including approvals, expense reports, and logistics.
• Handle confidential correspondence and edit/format official communications for senior leadership.
• Serve as liaison to senior leadership and external agencies, including the President's Office, State Board, and community partners.
• Ensure leadership is fully prepared for all engagements through timely delivery of agendas, materials, and updates.
• Plan and coordinate divisional and institutional meetings, including Academic Affairs Leadership Team, Provost Team, Vice Provost Team, and cross-campus groups.
• Lead arrangements for divisional retreats and strategic planning meetings, coordinating scheduling, venues, catering, guest speakers, and materials.
• Coordinate executive-level events, including securing venues, arranging logistics, managing guest services, and overseeing high-visibility details.
• Support the Commencement Committee, ensuring Academic Affairs participation in the event and assist with planning logistics.
• Represent Academic Affairs at the President's Cabinet Assistants (PCA) group, contributing to cross-divisional planning and coordination.
• Provide direct support to the Director by coordinating communications, scheduling, and project logistics for executive-level initiatives.
• Serve as the first point of contact for inquiries to the Provost's Office; triage and escalate faculty, staff, and community concerns as appropriate.
• Manage complaint tracking protocols to ensure timely responses and documentation of thematic issues.
• Coordinate communication and workflow between the Office of the Provost and Academic Affairs, deans, directors, governance committees, and external partners.
• Work in close alignment with a second EA and the Director to ensure executive- and operational-level support are complementary, coordinated, and non-duplicative.
• Support the Director by maintaining awareness of institutional policies, deadlines, and initiatives.
• Draft, route, and track executive-level documents such as external vendor and consultant contracts, evaluations, appointment letters, and official communications.
• Collaborate with a second EA on faculty hiring timelines, committee schedules, and CSA processing.
• Review documents for accuracy, formatting, and compliance with college policies.
• Assist with onboarding of new academic leadership team members to ensure access to shared tools and resources.
• Provide occasional backup to a second EA during peak workload or absence.
• Participate in professional development and equity efforts to support an inclusive, service-oriented office culture.
• Support emergent projects, institutional initiatives, or special assignments at the direction of the Director, Provost, or Vice Provost.

Benefits

• Generous benefits package is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Religious, Grantmaking, Civic, Professional, and Similar Organizations
• Number of Employees: 1,001-5,000 employees