Executive Assistant

City of Seattle - Seattle, WA3.9

Full-time
Human Services, a department of the City of Seattle, funds and operates programs and services that meet the basic needs of the most vulnerable people in our community – families and individuals with low incomes, children, domestic violence and sexual assault victims, homeless people, seniors, and persons with disabilities. We invest in programs that help people gain independence and success.

This Executive Assistant position to the Deputy and Operations Director of the Homeless Strategy & Investment Division is responsible for overseeing sensitive, confidential or complex administrative items on behalf of the Deputy Director. In addition, the executive assistant prepares a variety of reports and correspondence; serve as liaison to the operating units of the division; implements and manages a variety of special projects and activities; and reviews and monitors budgets as needed. This work requires personal contact with representatives of other departments and agencies, division level directors and managers, the staff of elected officials and with the public for coordinating inter-divisional work efforts, researching problems and providing information on the programs and activities of the division.

Job Responsibilities:
Serves as primary professional staff support for both the Deputy and Operations director. Conducts research, develops options or solutions and makes recommendations on a variety of administrative problems and concerns; and participates in management level decision making regarding policies, programs and actions.
Serves as liaison between the Deputy Director and various management staff. Provides direction on and monitors assignments given to Deputy director; manages major inter-divisional projects or studies.
Reviews all correspondence and requests for information directed to the Deputy Director; distributes correspondence to appropriate place for response; tracks and follows up on correspondence assignments; and personally prepares memos, correspondence and reports as necessary.
Creates, maintains, and edits documents, spreadsheets, files and presentations.
Manages a complex calendar utilizing Microsoft Outlook and remains flexible with last minute schedule changes and urgent meeting requests.
Triages telephone calls for the Deputy Director from both internal and external sources. Answers, screens and returns phone calls with diplomacy, per the Director's instructions.
Acts as representative to other divisions, departments, federal, state and local agencies, and with the public, the Mayor's Office and with the City Council's staff; negotiates and resolves administrative policies and issues; attends meetings and makes presentations as necessary; oversees preparation of announcements and other types of information being sent out; and interprets and explains City or departmental policies, procedures and actions.
May participate in or monitor personnel activities such as interviewing, selection, training programs and performance evaluation.
Schedules, prepares and attends internal meetings, prepare agendas and track follow-up action items for/from meetings.
Performs other related duties of a comparable level/type as assigned.

Qualifications:Minimum Qualifications:
Bachelor's degree (or a combination of education and/or training and/or experience that provides an equivalent background required to perform the work of the class) and three years of administrative experiences supporting an executive.

Additional Information:Desired Qualifications:
Adept in Technology: Expert proficiency working with Windows-based software, particularly Outlook and Word. Experience using a customer relationship management (CRM) system, customer service platform, or virtual help desk
Strong verbal and written communication: Ability to communicate positively and effectively with a professionally and culturally diverse workforce as well as with executives, community-based organizational groups, and government agencies. Exceptional written and oral communication skills, as demonstrated by application cover letter.
Strong organizational skills: Detail-oriented, able to multi-task, adheres to tight deadlines.
Anticipate needs: the ability to anticipate the needs of the Deputy and/or Operations Director and complete important task without being asked.
Self motivated: The ability to take initiative, work independently and on teams, and be productive with minimal oversight.
Experience supporting an Executive: Experience providing senior level administrative support to executives with proven aptitude to manage numerous confidential documents and issues on behalf of an executive.
Project management: Exemplary organizational and project-management skills with demonstrated ability to respond quickly to changing priorities.
Flexibility: Ability to work flexible hours, weekends, and attend evening meetings as required.