Senior Administrative Assistant

The Port of Seattle is unable to sponsor employment visas at this time.

Salary offers will be made within the posted range. Placement within the range will be determined based on your similar work experience. The Port considers work experience to be similar if the scope and level of responsibility of your prior positions match the job being offered.

As Senior Administrative Assistant, you will perform complex administrative support functions while coordinating and managing administrative operations for Real Estate Asset Management Department.

• You will report to the Director, Real Estate Asset Management and support the Portfolio Asset Management team providing complex administrative support functions requiring expert level use of software solutions, regular interpretation of established policies and procedures, knowledge of department or program functions, security and confidentiality, and management of both internal and external resources.
• You will serve as point of contact for incoming communications and define administrative processes and systems for department.
• You will provide technology coordinator duties including advanced SharePoint support and management of departmental SharePoint sites. You will also serve as lead for department on Port-wide responsibilities; record management, technology, etc.
• You will provide complex calendar management by scheduling meetings for division, department, program, or staff including external agencies, officials, or stakeholders. You will also manage and implement department-wide events and coordinate complex travel arrangements that include international or multi-destination travel and process-related expense claims/reports.
• You will serve as department corporate purchase card (P-Card) user and approver by ensuring appropriate use and documentation, reviewing and approving transactions, validating reconciliation process, and other requirements as determined by Central Procurement Office (CPO). You will also provide complex contracting support by preparing draft documents, ensuring conformance with current CPO policies, submitting purchase requisitions, preparing invoices for payment, and tracking and monitoring contract status.
• You will perform complex budget responsibilities including inputting, monitoring, reporting, preparing and making recommendations for a department with multiple chart fields and research and report on budget variances.
• You will oversee time administration process and approve time processed by department time administrator ensuring time entries are accurate and comply with Port guidelines and Collective Bargaining Agreement provisions.
• You will oversee the onboarding and offboarding of personnel per Port policies and serve as the authorized signer for badging for the department.
• You will lead other department administrative staff by providing assistance, prioritizing work assignments and monitoring the quality of work.

Who you are:

• Experienced - You have four (4) years of experience providing administrative support to department leader(s) or team(s), including calendaring, travel arrangements, purchasing, budget management, and/or onboarding of new employees.
• Desired - We hope you have an associates degree in business administration or accounting and strong SharePoint experience, including site formatting, configuration, and administrative functions.
• Committed to Equity - You will apply equity and exemplify shared values, behaviors, and practices in all aspects of the work. At the Port of Seattle, equity is a daily responsibility and a foundational expectation for all Port employees.
• Proficient - You possess intermediate knowledge of basic accounting principles and procedures and have strong research and analysis skills. You also have advanced knowledge of Microsoft Office Suite applications and SharePoint including the ability to create relatively complex presentations, documents, and correspondence.
• Efficient Communicator - You possess effective verbal, written, and active listening communication skills and can write concise, organized, and clear communications to internal and external customers.
• Highly Organized - You have time management and organizational skills including prioritizing work and meeting deadlines.
• Problem-Solver - You possess critical thinking, problem-solving, and decision-making skills and strong research, analysis, and reporting skills. You also investigate and take action to meet customers' current and future needs by exercising discretion, patience, and professionalism.

What else you need to know:

• Work Schedule - Your normal work schedule will be Monday - Friday, 8:00 a.m. to 5:00 p.m. (40 hours per week). Slightly more flexible start and end times are available in this role.
• Work Environment - This position requires a hybrid work arrangement, including a minimum of three days per week working in the office. At present, the preferred in-office days are Tuesday, Wednesday, and Thursday. The specific in-office schedule is subject to Management's discretion and may be adjusted based on business needs.
• Washington State Residency Requirement - Employees must establish a residence in Washington state within 30 days of their first day of employment and must maintain a residence in Washington State during their employment with the Port of Seattle. If a position is eligible to telework, work performed while teleworking must be performed in Washington State.
• Overtime Eligible - You are eligible for overtime pay in this role.

Why you'll love it here:

The Port of Seattle offers an extensive benefits package that rewards our staff for their valuable contributions towards the Port's mission. In addition to the summary below, benefit details for non-represented positions can be found on the Port of Seattle's website. If the position is represented by a union, please refer to the " Collective Bargaining Agreement " or contact the appropriate Union Representative for specific information related to benefits and eligibility.

• Healthcare - Medical, Dental, and Vision Care with options that work for you and your family.
• Paid Vacation - Just about four weeks per year that increases with tenure to rest and rejuvenate.
• Paid Sick Leave - At least one hour of sick leave for every 40 hours worked.
• Holidays - More than ten days per year to celebrate with family and friends away from work.
• Pension/Retirement Plans - A pension and additional savings plans to prepare for your future after the Port.
• Getting to Work - From subsidized parking and a low-cost public transit card to alternative work arrangements giving you an opportunity to work hybrid.
• Parental Leave - Six weeks of paid leave to spend with new additions to your immediate family.
• Development - From tuition reimbursement, training, stretch assignments and internal internships, we support a learning culture.
• Equity, Diversity, and Inclusion - The Port of Seattle values diversity as a source of innovation and strength. We are actively working across the organization to create a culture where all employees - regardless of race, gender, and other identities - succeed and reach their fullest potential.
• Work-Life Balance - We provide the resources to help you create habits to be healthy and balanced.
• Mission Driven - We are focused together in promoting economic opportunities and quality of life in the region by advancing trade, travel, commerce, and job creation in an equitable, accountable, and environmentally responsible manner.