Executive Assistant I
|Job ID #||18-961|
|Department||Office of the President|
|Reports To||The President and the Special Assistant to the President|
Provide executive-level administrative assistance and support to the President including office management, scheduling and meeting coordination, budget monitoring, travel arrangements, special projects, clerical support, inter-office communication, supervision of student worker, and the discretionary exercise of judgment and decision-making within broadly established parameters. This position is full-time, 1.0 FTE.
- Ensure a high level of hospitality and customer service to all guests of the President and University.
- Manage the smooth and efficient operation of the Office of the President in a professional manner. Coordinate office systems and records management while providing efficient, responsive executive-level support to the President, including procedural aspects of expediting the work of the department, maintaining the President’s contact list, processing meeting requests and calendar, gifts, and prepare meeting agendas as needed.
- Maintain the President’s calendar and daily schedule, including: scheduling all appointments, meeting requests, conference calls and speaking engagements. Assure all meeting details are confirmed and the President is fully briefed prior to meetings/projects/speaking engagements.
- Direct the organization and coordination of all Board Meetings by providing executive-level support for the Executive Committee Meetings, Board of Directors Meetings, Senior Leadership Meetings and President Cabinet Meetings.
- Screen, sort and route incoming correspondence, reports, surveys, instructions, etc. Independently create correspondence on the President’s behalf and when requested, delegate to the proper director or department.
- Review outgoing correspondence for accuracy and conformance with general policy/style and supervise distribution. Follow-up on responses pending and work in progress. Distribute written communications in response to incoming requests or needs.
- Maintain and update filing system for correspondence, reports, financial and budget records.
- Facilitate necessary arrangements for meetings and travel for the President including transportation, hotel reservations, preparation of conference registrations, itineraries, and processing the accounting of all travel expenses and reimbursements.
- Perform other work-related duties and projects as assigned by the President including setting and overseeing the budget.
- College graduate or equivalent education/experience desirable.
- Two years of executive-level administrative experience.
- Knowledge of and ability to use Microsoft Word, Outlook, Excel, and Word Press.
- Excellent interpersonal skills that can be maintained in high levels of stress and in a wide range of environmental settings such as office, meeting, event, etc. Strong communication skills for both written and oral communication.
- Possess the ability to independently manage large volumes of complex tasks, react with an appropriate sense of urgency and sensitivity, demonstrate creative problem solving, critical thinking techniques, ability to assume responsibility and perform all duties without direct supervision, wisely exercise discretion and independent judgment, make decisions within the scope of assigned authority.
- Exhibit exceptional organizational and time management skills, highly detail oriented.
- Ability to maintain confidentiality, high level of professionalism and discretion in handling confidential information.
- Demonstrate commitment to maintaining a safe work environment free of harassment, violence, and unlawful discrimination.
- Ability to communicate effectively, get along well with co-workers, and deal effectively and professionally with colleagues.
- Supervise student worker(s).
- Work is generally performed indoors in a typical office setting.
- Some weekend/evening work required.
- Position works with strictly confidential information.
- Frequently required to be in front of a computer screen for long periods of time.
The functions are usually performed while sitting, but may involve some amount of time standing, stooping, kneeling, bending, crouching, lifting (max. of 40 lbs.), walking, carrying, reaching, stretching, climbing, performing repetitive motions of the hands or wrists and other movements. The abilities of seeing, hearing and speaking are also required.
Recognize, understand, and agree to live by the spiritual, moral, and ethical standards of Northwest University, as outlined in the Employee Manual.
Please submit your resume, a letter of interest describing your qualifications, and a completed application form to the Human Resources office. Applications are available online (www.northwestu.edu/jobs), or in the Human Resources Office of Northwest University.
You may submit your package by mail, scan and email, or fax.
Attn: Human Resources
PO Box 579
Kirkland, WA 98083-0579
Fax: (425) 739-0695
Inquiries regarding staff positions may be made to:
Human Resources Office
5520 108th Ave NE, Kirkland, WA 98033
Northwest University does not discriminate on the basis of race, color, national origin, gender, age, or disability in admissions and access to, employment, or treatment in its programs or activities. Northwest University is an "At Will" employer.