Senior Administrative Assistant – Airport Dining and Retail

Port of Seattle•SeaTac, WA

1d•Hybrid

About The Position

As a Senior Administrative Assistant, you will perform complex administrative support functions for the Airport Dining and Retail department. You will serve as a point of contact for incoming communications and define administrative processes and systems for the department. You will provide complex calendar management by scheduling meetings for division, department, program, or staff including external agencies, officials, or stakeholders. You will manage and implement department-wide events and coordinate complex travel arrangements that include international or multi-destination travel and process-related expense claims/reports. You will serve as a department corporate purchase card (P-Card) user and approver, ensuring appropriate use and documentation, reviewing and approving transactions, validating reconciliation process, and other requirements. You will provide complex contracting support by preparing draft documents, ensuring conformance with current Central Procurement Office (CPO) policies, submitting purchase requisitions, preparing invoices for payment, and tracking and monitoring contract status. You will perform complex budget responsibilities and research and report on budget variances. You will oversee the time administration process and approve time processed by department time administrator. You will oversee the onboarding and offboarding of personnel and serve as the authorized signer for badging for the department.

Requirements

Four (4) years of experience providing administrative support to department leader(s) or team(s), including calendaring, travel arrangements, purchasing, budget management, and/or onboarding of new employees.
Committed to Equity – You will apply equity and exemplify shared values, behaviors, and practices in all aspects of the work.
Effective Communicator – You have effective verbal, written, and active listening communication skills. You can write concise, organized, and clear communications to internal and external customers.
Organized – You are well organized and have great time management skills. You prioritize and balance various assignments and responsibilities as needed.
Collaborator – You are someone who can work with diverse internal and external stakeholders at various levels of the organization to build relationships while providing excellent guidance and customer service.
Detail Oriented – You have a strong attention to detail and a demonstrated ability to work independently and take initiative while contributing to a team environment.
Must pass a Transportation Security Administration (TSA) background check as well as a criminal history background check with the Federal Bureau of Investigation (FBI).
Must obtain a Port of Seattle ID badge upon clearance.

Nice To Haves

Associate’s Degree in Business Administration or Accounting.

Responsibilities

Perform complex administrative support functions for the Airport Dining and Retail department.
Serve as a point of contact for incoming communications and define administrative processes and systems for the department.
Provide complex calendar management by scheduling meetings for division, department, program, or staff including external agencies, officials, or stakeholders.
Manage and implement department-wide events.
Coordinate complex travel arrangements that include international or multi-destination travel and process-related expense claims/reports.
Serve as a department corporate purchase card (P-Card) user and approver, ensuring appropriate use and documentation, reviewing and approving transactions, validating reconciliation process, and other requirements.
Provide complex contracting support by preparing draft documents, ensuring conformance with current Central Procurement Office (CPO) policies, submitting purchase requisitions, preparing invoices for payment, and tracking and monitoring contract status.
Perform complex budget responsibilities and research and report on budget variances.
Oversee the time administration process and approve time processed by department time administrator.
Oversee the onboarding and offboarding of personnel.
Serve as the authorized signer for badging for the department.

Benefits

Healthcare – Medical, Dental, and Vision Care with options that work for you and your family.
Paid Vacation – Just about four weeks per year that increases with tenure to rest and rejuvenate.
Paid Sick Leave – At least one hour of sick leave for every 40 hours worked.
Holidays – More than ten days per year to celebrate with family and friends away from work.
Pension/Retirement Plans – A pension and additional savings plans to prepare for your future after the Port.
Getting to Work – From subsidized parking and a low-cost public transit card to alternative work arrangements giving you an opportunity to work hybrid.
Parental Leave – Six weeks of paid leave to spend with new additions to your immediate family.
Development – From tuition reimbursement, training, stretch assignments and internal internships, we support a learning culture.
Equity, Diversity, and Inclusion – The Port of Seattle values diversity as a source of innovation and strength. We are actively working across the organization to create a culture where all employees – regardless of race, gender, and other identities – succeed and reach their fullest potential.
Work-Life Balance – We provide the resources to help you create habits to be healthy and balanced.
Mission Driven – We are focused together in promoting economic opportunities and quality of life in the region by advancing trade, travel, commerce, and job creation in an equitable, accountable, and environmentally responsible manner.