Senior Executive Assistant

Sound Transit•Seattle, WA

17d•Onsite

About The Position

Under general supervision, the Senior Executive Assistant provides comprehensive administrative office support to an executive director of a department or similar level. This role requires specialized technical/administrative knowledge, initiative, independent judgment, and decision-making. It is distinguished from other specialist roles by its focus on administrative duties, with less frequent secretarial/clerical tasks. The position involves coordinating schedules, budgets, purchasing, financial issues, contracts, process improvements, communications with other departments and agencies, and personnel processes. The Senior Executive Assistant serves as the first point of contact for the department, handles inquiries and sensitive requests, prepares reports and correspondence, and ensures the smooth operation of the department's administrative functions. This is a term-limited position with an expected duration of 5 years.

Requirements

Bachelor’s degree in Business Administration or a closely related field.
Four years of experience providing administrative support functions for an executive level director or similar level in a large department or organization that includes coordinating administrative support functions such as schedules, budget/procurement, and special projects.
Operational characteristics, services, and activities of assigned functions, programs, and departmental operations.
Work organization and office management principles and practices.
Processes, procedures, and practices of budget preparation and administration.
Principles and practices of fiscal, statistical, and administrative research and report preparation.
Customer service and public relations methods and techniques.
Pertinent federal, state, and local laws, codes, and regulations.
Basics principles and practices used in establishing and maintaining files and information retrieval systems.
Communication techniques and strategies to facilitate responding to inquiries and routing calls and customers to the appropriate staff member.
Administrative practices for office management.
Basic bookkeeping practices.
Basic mathematical principles.
Methods and techniques of proper phone etiquette.
Basic principles of business letter and report writing.
Principles and procedures of record keeping.
English usage, spelling, grammar, and punctuation.
Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.
Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.
Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups, and the general public.
Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
Understanding the organization and operation of the Agency and of outside agencies as necessary to assume assigned responsibilities.
Applying principles and practices specific to department and area of assignment.
Demonstrating a positive customer service orientation with both internal and external clients.
Performing responsible and difficult administrative support duties involving the use of independent judgment and personal initiative and resourcefulness.
Participating in the preparation and administration of assigned budgets.
Researching, compiling, analyzing, and interpreting data.
Preparing clear, concise reports, correspondence, and memoranda.
Implementing and maintaining filing systems.
Typing and entering data, taking and transcribing dictation at a speed necessary for successful job performance.
Planning and organizing work to meet changing priorities and deadlines.
Applying appropriate oral and written communication techniques to various individuals.
Working cooperatively with other departments, Agency officials, and outside agencies.
Interpreting and applying applicable federal, state, and local policies, laws, and regulations as it pertains to assigned area.

Responsibilities

Serves as first point of contact between the department/program and external entities, responding to inquiries and complaints, and providing information and assistance.
Gathers information and prepares letters, reports, or memoranda in response to complex or general issues.
Prepares reports and supporting documentation on issues external to the department or issues having a high impact on the department and Agency.
Collects and compiles statistical, financial, and other information for a variety of reports.
Performs and/or coordinates administrative/technical duties for an executive director or other similar level position.
Researches and composes documents and/or correspondence for review/signature.
Prepares selected correspondence, manuals, and reports as directed.
Reviews and checks documents and records for accuracy, completeness, and conformance with applicable rules and regulations.
Prepares and files legal pleadings in accordance with court rules as applicable.
Prepares and/or assists in the preparation of agendas, notices, minutes, announcements, applications, resolutions, and other documents.
Prepares the executive director for meetings by ensuring they have necessary support materials.
Provides calendar printout of daily meeting schedule.
Coordinates all meeting logistics, including car reservations, directions, room reservations, equipment, beverages, and meals.
Maintains meeting calendars.
Sorts and distributes department and executive director's mail as appropriate.
Takes and transcribes minutes for meetings.
Coordinates and monitors defined projects and activities within the department and recommends actions and modifications as appropriate.
Maintains records of departmental expenditures.
Assists in the preparation of department budget estimates.
Manages departmental contract processes and proactively advises managers of contract deadlines.
Initiates and troubleshoots invoice payments and change orders, as well as processing agency-wide dues/memberships, via intra-departmental collaboration.
Ensures department administrative functions run smoothly.
Provides direct support to executive director’s office activities and functions, as well as assistance to staff when needed.
Operates a variety of office equipment.
Acts as contact for all business machine issues.
Utilizes various computer applications and software packages.
Oversees the ordering of supplies and stocking of the department.
Updates and maintains databases.
Performs special assignments including research, gathering records for public disclosure, and providing documents for construction claims and/or discovery for litigation.
Manages project deadlines, files, and information for condemnation, cost recovery projects, and other issues as needed.
Serves as liaison for outside counsel for information gathering.
Coordinates and assists with a variety of department personnel-related functions, including coordinating personnel processes, handling confidential employee information, and ensuring new employees have necessary resources.
Provides basic training to new department administrative support staff.
Maintains and updates department training notebook.
Coordinates staff travel, including completion of travel preauthorization forms, travel expense claims, and travel card reconciliation.
Ensures travelers understand Sound Transit travel policy.
Manages the executive director’s office organization and filing, including highly sensitive files.
Ensures compliance with records management policies and procedures.
Responsible for SharePoint site organization and updates.
Plans and organizes department events.
Oversees the operation of the department office and makes recommendations for efficiencies.
Maintains complex filing systems.
Monitors effectiveness of current office procedures and determines the need to change procedures to meet department goals/needs.
Writes office management procedures.
Provides guidance to support staff, including training, assigning work, and monitoring performance.
Coordinates department office space planning.
Provides support to the Executive Director and others as assigned.
Serves on a variety of committees as assigned.
Attends and participates in professional group meetings.
Maintains awareness of new trends and developments in the fields related to the area of assignment.
Incorporates new developments as appropriate.
Ensures processes, policies, and practices are interpreted and applied consistently and effectively.
Ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.
Champions and models Sound Transit's core values and demonstrates values-based behaviors.
Contributes to a culture of diversity, equity and inclusion.
Follows Agency safety rules, regulations, and procedures.
Integrates sustainability into everyday business practices.
Performs other duties as assigned.

Benefits

Two choices of medical plans
Dental plan
Vision plan
Comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner
Long-Term Disability and Life Insurance
Employee Assistance Program
401a – 10% of employee contribution with a 12% match by Sound Transit
457b – up to IRS maximum (employee only contribution)
25 days of paid time off annually with increases at four, eight and twelve years of service
Additional paid time off for director level and up
12 paid holidays
Up to 2 paid floating holidays per year
Up to 2 paid volunteer days per year
12 weeks of parental leave for new parents
Pet Insurance
ORCA Card at no cost for full-time employees
Tuition Reimbursement up to $5,000 annually for approved tuition expenses
Competitive salaries based on market rates and internal equity
Work-life balance
Opportunities for professional development
Recognition from colleagues