Senior Administrative Assistant – Airport Dining and Retail

Port of Seattle•Seattle, WA

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.
Apply equity and exemplify shared values, behaviors, and practices in all aspects of the work.
Effective verbal, written, and active listening communication skills.
Ability to write concise, organized, and clear communications to internal and external customers.
Well organized with great time management skills.
Ability to prioritize and balance various assignments and responsibilities as needed.
Ability to work with diverse internal and external stakeholders at various levels of the organization to build relationships while providing excellent guidance and customer service.
Strong attention to detail.
Demonstrated ability to work independently and take initiative while contributing to a team environment.

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 and serve as the authorized signer for badging for the department.