Executive Assistant - OOC or Temporary

City of Seattle•Seattle, WA

5d•Hybrid

About The Position

The Department of Finance and Administrative Services (FAS) is seeking a dynamic, flexible, and high performing Executive Assistant to serve as primary support to our Chief Administrative Officer (CAO) and Associate Administrative Officer (AAO). This position will assist with the coordinated oversight of five FAS divisions. This exciting and multi-faceted role requires outstanding organizational management and communication skills and the ability to prioritize and juggle multiple tasks and meet tight deadlines. This assignment is expected to last 8 months. It is open to current regular City employees as an out-of-class assignment and to external candidates as a temporary assignment. ABOUT US FAS is often the public's first interaction with the City of Seattle, operating as a customer-focused front door that assists with everything from paying utilities or reporting a pothole to requesting public information or even adopting a new pet. The 500-plus employees of FAS span across 10 divisions and work behind-the-scenes providing critical functions, like managing 120 City facilities—including police and fire stations—overseeing the City's neighborhood customer service centers and Customer Service Bureau and making sure minority-owned businesses can equitably compete for City contracts. No matter the need, FAS is here—at your service.

Requirements

Three (3) years of experience as an administrative staff assistant or administrative staff analyst, or in administrative analysis, budget administration and preparation, office management, personnel administration, program administration, or in a closely related field; AND Bachelor's degree in business or public administration, or other field related to administrative work.
OR Five years of experience as an administrative staff assistant or administrative staff analyst, or in administrative analysis, budget administration and preparation, office management, personnel administration, program administration, or in a closely related field.
(Or a combination of education and/or training and/or experience that provides an equivalent background required to perform the work of the class.)
Expert level skills in Microsoft Office products including SharePoint, Word, Excel, PowerPoint, and Visio.
Excellent written and oral communication skills.
Highly organized with a strong ability to prioritize and manage competing priorities.
Positive, proactive with a sense of humor.
Ability to work independently.

Responsibilities

Proactively and independently monitor, track and follow-up on various tasks and assignments across divisions and report back to the CAO/AAO on progress.
Troubleshoot and resolve a variety of issues on behalf of the CAO/AAO.
Review and edit briefing materials and presentations developed by division staff. Work with staff to ensure quality of content and writing prior to submission.
Prepare, review, and edit daily communications, e-mails, correspondence on behalf of the CAO/AAO.
Make recommendations to standardize and improve information to customer departments.
Provide administrative support as needed to ABU’s five divisions.
Gather information and prepare presentations for Director’s Executive Team meetings.
Intermittently back up the Director’s Office and Operations Business Unit Executive Assistants.
Work closely with FAS HR to track ABU division hiring process progress.
Assist divisions by writing or editing interview questions, job descriptions, resume review matrices and/or performing reference checks and other hiring process tasks on hiring managers’ behalf.
Serve as a liaison between FAS and Seattle IT for escalated technological issues.
Conduct research, develop options or solutions, and make recommendations to implement, standardize or improve a variety of administrative procedures.
Develop systems for information sharing and collaboration utilizing SharePoint.
Make time management decisions on behalf of the CAO/AAO, manage the calendar and schedule complex and routine meetings.