Executive Assistant

Port Of Tacoma•Tacoma, WA

33d•$78,168 - $94,692•Hybrid

About The Position

The Executive Assistant provides highly responsive, complex, and confidential executive level administrative and professional support to the Executive Director (ED), Commissioners and Chief, Strategic Projects & Commission Relations. This position serves as the primary point of contact for internal and external stakeholders, customers, community members, the public, customers, etc. on all matters pertaining to the Executive Office and the Port's Commissioners. This position will also be required to regularly exercise independent and sound judgment in a variety of situations, be flexible and proactive and provide outstanding customer service. As the Executive Assistant to the ED and Commission, this position may deal with high profile issues, requiring and advanced level of tact and diplomacy. Serves as back up to the Commission Clerk & Records Specialist. This position requires regular on-site presence to effectively support the Executive Director and organizational operations. The Executive Assistant is expected to work in person four (4) days per week. Remote work is limited to one (1) day per week and may vary based on the Executive Director's needs and schedule. When working remotely, the Executive Assistant must remain fully accessible and highly responsive throughout the workday to provide timely support. Provides a broad variety of administrative and professional tasks for the ED, Port Commissioners and Chief, Strategic Projects & Commission Relations. Anticipates Executive and Commissioner needs based on a solid understanding of the goals and priorities of the Port. Proactively manages Executive and Commission calendars; makes decisions regarding ED's and Commissioners available time. Keeps Executives and Commissioners apprised of itinerary, action items, messages, and relevant issues. Prepare or direct the preparation of a variety of letters, reports and memoranda including material of a confidential nature. Under guidance of ED, researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED and Commissioners, which are often sensitive or confidential in nature. Gathers background information, prepares reports and other research as assigned to respond effectively to problems and situations as they arise. Effectively represents Executives and Commissioners in communications with internal and external stakeholders, customers, and public exercising a high degree of professionalism and confidentiality in all aspects of the role. Provides a bridge for smooth communication between the Executive Office and internal staff; creates a welcoming environment with a focus on customer service. Assists with high level special events and/or responsible for coordinating events as needed. Serves as the backup for the Commission Clerk & Records Specialist. Performs other duties and responsibilities as assigned.

Requirements

Bachelor's degree in a relevant discipline is required. An additional four (4) years related experience may substitute for the degree requirement.
Two (2) years of progressively responsible experience in supporting C-level executives is required.
Must be proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint and Microsoft SharePoint).
Must possess a professional demeanor and appearance.
Must have experience working in a fast paced and diverse environment.
Must have the ability to exercise good judgment in a variety of situations and follow through on commitments.
Must be an excellent communicator-exceptional written, verbal, and interpersonal communication skills.
Must be extremely detail-oriented, organized and possess strong project and time management skills.
It is critical that the incumbent be able to work independently with little to no direction and be able to effectively work under pressure at times to handle a wide variety of activities and confidential matters simultaneously.
The successful individual in this position must be self-motivated, driven, and proactive at all times.
Must have the ability to handle confidential and sensitive information with solid judgment and a high standard of accuracy, responsiveness, integrity, and discretion.
Must work well under deadlines and in high-pressure situations and be able to interact with a diverse customer base.
This person must demonstrate a high level of candor and professionalism at all times and be able to build effective relationships with all people inside and outside of the organization.
Must have the ability to deal with ambiguity and function during times of uncertainty and changing priorities.
Continuously seeks ways to improve processes and procedures and opportunities to learn and grow.
Must possess a solid understanding of the Port organization, operations, the business, and policies and procedures.
Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer and digital phone.
Required to attend Commission Meetings in off-site locations.
Must have reliable transportation.
Ability to lift and carry materials weighing up to ten (10) pounds.
May be required to attend events and meetings outside of normal business hours.

Nice To Haves

Experience in the public sector is preferred.
Experience in the maritime industry is preferred but not required.

Responsibilities

Provides a broad variety of administrative and professional tasks for the ED, Port Commissioners and Chief, Strategic Projects & Commission Relations.
Anticipates Executive and Commissioner needs based on a solid understanding of the goals and priorities of the Port.
Proactively manages Executive and Commission calendars; makes decisions regarding ED's and Commissioners available time.
Keeps Executives and Commissioners apprised of itinerary, action items, messages, and relevant issues.
Prepare or direct the preparation of a variety of letters, reports and memoranda including material of a confidential nature.
Under guidance of ED, researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED and Commissioners, which are often sensitive or confidential in nature.
Gathers background information, prepares reports and other research as assigned to respond effectively to problems and situations as they arise.
Effectively represents Executives and Commissioners in communications with internal and external stakeholders, customers, and public exercising a high degree of professionalism and confidentiality in all aspects of the role.
Provides a bridge for smooth communication between the Executive Office and internal staff; creates a welcoming environment with a focus on customer service.
Assists with high level special events and/or responsible for coordinating events as needed.
Serves as the backup for the Commission Clerk & Records Specialist.
Performs other duties and responsibilities as assigned.