Executive Support Specialist

Job Locations US-WA-Everett
Opening Date 1 month ago(8/19/2022 7:33 PM)
Job ID
2022-1488
Category
Executive
Bargaining Unit
No
Min (Annual)
USD $76,922.00/Yr.
Max (Annual)
USD $107,691.00/Yr.
Min Hiring Range
USD $76,922.00/Yr.
Max Hiring Range
USD $84,615.00/Yr.

Overview

The Executive Support Specialist is an ambassador for the Executive Department/Office of the CEO, requiring excellent communication and interpersonal skills and a strong commitment to the agency’s core values of accountability, equity & inclusion, initiative, integrity, mutual respect, teamwork and service-focused. Under general supervision, the Executive Support Specialist provides confidential and highly responsive executive support to the Department, including complex scheduling, meeting and travel logistics, public meetings of the agency’s Board of Directors, executive leadership team meetings and events, public disclosure, and other day-to-day office functions. Provides general administrative support to the CEO and Chief of Staff, as well as to the Communications and Public Affairs Department in matters related to the Executive Department/CEO.

Essential Duties


  1.  Provides confidential day-to-day administrative support to the Executive Department/Office of the CEO, including complex scheduling, meeting preparation and logistics, and coordination of special events, projects, and travel arrangements Acts as an ambassador for the department to internal and external customers and collaborates as part of the Executive Department team to ensure continuity, consistency, and responsiveness.  

  2. Assists in the preparation and administration of the agency’s Board of Directors’ meetings in collaboration with the Board Administrator and in accordance with the Open Public Meetings Act. Utilizes technology skills to support both remote and in-person formats simultaneously. Ensures materials and legal notices are accurate and published in accordance with established procedures and legal requirements.

  3. Supports the agency’s Public Disclosure Officer by processing, researching, and responding to Public Disclosure Requests in accordance with all applicable laws and regulations.

  4. Serves as the department’s point of contact for customer comments and coordinates within the department and cross-functionally as needed on follow-up steps and timely responses.

  5. Manages a variety of documents vital to the department and the agency, including internal and external correspondence, contract routing, expenditures, and alike. Ensures efficient processes are followed for items requiring signature and the handling and storage of department and agency documents is done in accordance with the agency’s public records retention and disposition standards and procedures.

  6. Prepares and processes department purchase orders, requisitions, monthly credit card reconciliations, and claims for expense timely and accurately.  Assists with budget preparation and monitoring.

  7. Manages facility work orders and maintains office supplies to support the department, and coordinates with others to design efficiencies and process improvements where needed.

  8. Perform other duties of a similar nature.

Requirements

MINIMUM QUALIFICATIONS:

Associate’s degree.

Minimum of five years of experience as an administrative assistant or similar role involving the handling of confidential information.

Valid WA State driver’s license or the ability to obtain one prior to starting.

 

Preferred Qualification

Bachelor’s degree.

Two years of increasingly responsible experience supporting executive leadership of a public agency or corporation.

Municipal Clerk’s training or equivalent knowledge and experience with WA State’s Open Public Meetings Act and Public Disclosure Act.

 

ENTRY REQUIREMENTS:

Requires knowledge:

  1. Expert knowledge of English (verbal and written) usage and grammar.
  2. Office procedures, methods, and equipment including computers and software applications such as word processing, spreadsheets, presentations, and databases.

 

Required skills:

  1. Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, and Teams) as well as Zoom.
  2. Strong oral and written communication skills.
  3. Maintaining confidentiality and communicating with tact and diplomacy.
  4. Experience interacting with executive leadership and their support teams.
  5. Developing and maintaining effective working relationships with department staff, supervisor, teams/employees, managers, Board members, external groups and the general public.
  6. Ability to provide independent judgement, problem solve, handle multiple projects efficiently and effectively and prioritize work in order to deliver timely, accurate results.
  7. Knowing when to elevate issues to higher level for resolution or guidance.
  8. Customer service.
  9. Preparing and analyzing complex data, presentations, and reports.

Proficient Performance Requirements for Knowledge and Skills

 Qualification to fulfill the full range of this position’s duties requires the following knowledge, which may be gained or further developed after entering the job:

  1. Additional technology proficiency including Smartsheet, website content management, and MS Office applications not yet deployed.
  2. Internal processes and policies.
  3. Municipal Clerk’s training or equivalent knowledge and experience with WA State’s Open Public Meetings Act and Public Disclosure Act.

 

Physical Requirements

 

Balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing/listening, seeing/observing, repetitive motions, carrying.

 

Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

 

Application and Selection Process:

On-line applications only.

 

Applicants who meet the minimum requirements may be scheduled for an interview as well as a variety of tests to demonstrate knowledge, and skills for the position.  The evaluation process may include interviews, background checks, reference checks and various performance tests.    Applicants for this job may be considered for other openings up to six months after the date this position is filled.

 

First consideration date September 6, 2022

 

Community Transit provides a tobacco-free and drug-free work environment.  As a recipient of federal funds, Community Transit is an Equal Opportunity employer and does not unlawfully discriminate on any basis prohibited by Federal, State or Local law.  We value and encourage diversity in our workforce.  EOE AA M/F/Vet/Disability.  Qualified applicants national origin, sex protected veteran status or disability.

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