Executive Assistant - Administrative Services

Seattle Central College is looking to hire an Executive Assistant in the Vice President of Administrative Services office.

Salary Range for this position is $69,828 to $96,430 annually (depending on experience).

Opportunity is open until filled, first review of materials will begin May 4, 2026.

Position Summary

Reporting to the Vice President of Administrative Services, the Executive Assistant serves as a key liaison across departments and provides confidential administrative and strategic support. This role oversees budget monitoring, supports college-wide financial processes, and advises on fiscal planning and improvements. Responsibilities include analyzing and enhancing financial procedures, leading grant-seeking efforts, and developing and guiding policies and standard operating procedures related to administrative and budget functions.

The Executive Assistant may also manage complex calendars and communications, coordinate meetings and special projects, prepare reports and presentations, track key initiatives to ensure timely completion, handle sensitive information with discretion, and serve as a point of contact for internal and external stakeholders.

This position may train and supervise employees and advise on, and direct, personnel matters. This position will serve as the primary point of contact for public information requests directed to the Administrative Services department. This position will develop, apply, and interpret department policies.

This position may supervise Exempt unrepresented, Exempt represented, Classified, Student, Work study, and temporary employees.

This position is full-time, working 40 hours per week, Monday through Friday, primarily 8:00 am to 5:00 pm.

This position works 100% of the time on-site.

About Us

We are a district of three distinct collegesNorth Seattle College, Seattle Central College, and South Seattle Collegeand five specialty training centers. Which makes us the largest and most diverse community college district in the state of Washington, we are leaders in change and innovation.

Seattle Colleges is committed to recruiting dedicated faculty and employees who together create a welcoming academic climate that reflects the diverse backgrounds of our community, including ethnicity, national origin, religion, race, gender, gender identity, age, status as a veteran or disabled veteran, disability, political status, and sexual orientation.

As a Seattle Colleges employee, you will gain access to a great benefits package including:

* Competitive Pay Rates

* Promotional Opportunities

* Great Medical, Dental, and Retirement plans

* Paid Sick and Vacation Leave

* Transportation benefits

* Tuition Waivers

* PEBB Wellness Plan

* Washington State Employee Assistance Programs (EAP)

Seattle Colleges staff and faculty also enjoy professional development opportunities and enrichment experiences in areas of their choice, including committee, workgroup, and affinity group opportunities.

Application Procedures:

* Attached current Resume

* Attached cover letter addressing how your background intersects with the job

Required application materials must be completed and submitted online

Notice to Applicants:

Please note that Seattle Colleges has moved to holding interviews virtually using video conference options such as Zoom or Teams. As such, if you are selected for an interview, please be prepared to hold your interview virtually.

Applicants must be currently authorized to work in the United States on a regular basis. The employer will not sponsor applicants for work visas.

Seattle Colleges is unable to extend post-completion optional practical training (OPT) to F-1 students who receive STEM degrees.

What you will be working on:

* Provides direct confidential administrative assistance to the Vice President of Administrative Services in planning, decision-making, budgeting, purchasing, and office management.

* Provides support including but not limited to written correspondences, formats transcription, meeting minutes, composes, edits, prepare reports for supervisor, and may exercise signature authority on administrative correspondences; represents and communicates on behalf of the Vice President at meetings.

* Manages meeting schedules and calendars including room logistics

* Manage rapidly shifting priorities and complex scheduling.

* Respond to last-minute meeting changes

* Serves as an intermediary for the Vice President, including with institutional and administrative polices, guidelines, and procedures to effectively resolve inquiries and/or issues.

* Leads analysis and assessment of college-wide processes and procedures, particularly related to fiscal planning and budget development and makes recommendations for improvement; Provides recommendations for improved workflow and business operations systems.

* Coordinates and tracks multiple executive-level projects, proactively monitoring progress to ensure deadlines are met, and preparing and submitting documents accurately to the appropriate internal and external stakeholders.

* Develops metrics and Key Performance Indicators (KPIs), both financial and operational, to measure process or procedure effectiveness; Monitor and evaluate metrics and KPIs, conduct surveys, perform research, analyze and interpret data to identify areas for improvement and make recommendations as needed.

* Collaborates with the Director of Grants on grant research, development, applications, deadlines, and submissions.

* Exercises judgment to solve unexpected administrative problems consistent with the objectives and policies of the college.

* Collaborates with departments and cross-functional operations to document processes and procedures.

* Researches applicable policies, federal, state, and local rules, regulations, and ordinances to ensure compliance with any analyzed process or procedure.

* Prepares, reviews, processes, and assists in the preparation, compilation, and coordination of reports for finance, purchasing, inventory, and personnel records for Vice Presidents Office and Administrative Services units and departments; Monitors and maintains budgets and expenditures; Evaluates costs for expenditures; Facilitates equipment purchases.

* Manages and reconciles department credit cards purchases including items purchased for light refreshments.

* Completes all travel related documents for Vice Presidents Office.

* Completes payroll-related documents and processes, as well as personal services contracts for Vice Presidents Office.

* Prepares complex financial reports, budget forecasts, and documents as requested.

* Prepares and sends correspondence on behalf of the Vice Presidents Office or Vice President.

* Represents and/or communicates on the Vice Presidents behalf at meetings and conferences.

* Provides information/instructions and responds to inquiries to campus community regarding Administrative Services and the College.

* Chairs and serves on hiring committees; Recommends hires to the Vice President of Administrative Services for classified, part-time, hourly, temporary, student, and intern employees; Advises the Vice President of Administrative Services on personnel matters within the division.

* Trains and supervises employees.

* Serves on campus-wide and district-wide committees as directed.

* Works on special projects as directed in support of the operational success of the Administrative Services Division and the College; Provides change and project management support for process improvement implementations.

* Makes presentations on process or procedure changes to various college groups including leadership, faculty, staff, and students.

This description is not intended to cover every aspect of this job, we are a team that works together to meet the needs of those we serve, and every member of the team is expected to contribute, even beyond the specific responsibilities listed in this posting.

What you bring as a candidate: (Any Equivalent Combination of Knowledge, Skills, Abilities, Education and Experience)

* Bachelors degree in engineering, business administration, public administration, building construction, or a closely related field OR five (5) or more years of relevant progressively responsible experience.

* Five or more years of progressively responsible experience in physical plant operations; that is the management of building and equipment maintenance and repair operations and facilities planning of large building complexes; OR an equivalent combination of education, training, and experience that provides the required skills, knowledge, and abilities may substitute formal education.

* Ability to use computerized maintenance management systems to ensure the prompt management of work orders and tracking results and costs.

* Ability to collect and formulate data, with the capacity to read and interpret building and grounds plans and specifications.

* Ability to establish and maintain working relations with a variety of internal and external stakeholders, including staff at the District Office and other campuses, vendors, state agencies, and community partners.

* Ability to work with diverse populations, including students, faculty, staff, and colleagues irrespective of their backgrounds and affiliations, in adherence to Seattle Colleges commitment to equity, diversity, inclusion, and community.

* Ability to perform assigned duties in a manner consistent with applicable state and federal laws and regulations, and institutional policies and procedures, including safety protocols and their enforcement.

* Experience overseeing custodial/grounds and facilities maintenance operations and supervising tradespersons, with the ability to function in a unionized environment.

* Demonstrated ability to communicate effectively verbally and in writing, including conveying complex information to a variety of audiences in a digestible manner for faculty, students, and staff.

* Demonstrated commitment to the professional development of self and staff members.

* Demonstrated ability to be available for on-call situations during off hours and weekends as requested.

* A valid Washington drivers license.

Physical Demands and Disability Accommodation

Persons with disabilities have the right to reasonable accommodation in all aspects of employment with Seattle Colleges. This includes, but is not limited to, recruitment, application, interviewing, hiring, training, termination, conditions of employment, and any other employer-supported activities. Applicants requesting accommodation should contact Human Resources.

OFFICE SETTING:

Seattle Colleges follows the Americans with Disabilities Act (ADA) and provides the following information as a guideline for applicants:

* Ability to operate office equipment, receive and interpret data, and prepare various materials

* Ability to exchange information with supervisor, lead, co-workers, and students

* Ability to provide 1:1 support, present to small groups, and work at a computer exercising repetitive hand motion

* Work is performed primarily in office settings with frequent interruptions and encounters noises typical of these settings

Notice of Non-Discrimination Statement

Seattle Colleges is committed to the concept and practice of equal opportunity for all its students, employees, and applicants in education, employment, services and contracts, and does not discriminate on the basis of race or ethnicity, color, age, hair texture or protective hairstyles, national origin, religion, creed, marital status, sex, pregnancy, gender, gender identity, sexual orientation, gender expression, status as an honorably discharged veteran or disabled veteran or military status, political affiliation or belief, citizenship/status as a lawfully admitted immigrant authorized to work in the United States, or presence of any physical, sensory, or mental disability. In addition, reasonable accommodations will be made for known physical or mental limitations for all otherwise qualified persons with disabilities. Further, Seattle Colleges is committed to ensure that all employees and students work and learn in an environment that fosters mutual respect and professionalism, free from all forms of bullying behaviors, including cyber bullying."

Students, employees, and applicants at Seattle Colleges can reach the Title IX Coordinator or ADA/Section 504 Coordinator for questions about discrimination, harassment or grievance procedures.

Background Check Statement

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicants suitability and competence to perform in the position. In addition to the background check, candidates will complete Sexual Misconduct Disclosure Form WA HB 2327 as required.