Executive Assistant

Pay: $29.43 to $29.43 per hour

Description

POSITION TITLE: Executive Assistant
DEPARTMENT or DIVISION:
Engineering, Construction, Planning and Development
SUPERVISOR’S TITLE:
Administrative Manager
APPOINTMENT INFORMATION:
Full-Time, Non-Exempt, Onsite
UNION:
ILWU Local 32 B

ABOUT THE PORT OF EVERETT
The Port of Everett, located on Port Gardner Bay at the mouth of the Snohomish River, was formed by the citizens of Everett in 1918 to create economic opportunities and protect the waterfront for the community. The Port has a long history of providing marine-related services and appropriate public access to the waterfront. The Port strives to bring quality jobs, business, and tourism opportunities to its local and surrounding communities, and is committed to enhancing, restoring and preserving the overall environmental health of our waterfront through environmental remediation, pollution prevention and resiliency planning.
The Port of Everett operates three lines of business: 1) international shipping terminals; 2) marina facilities; and 3) real estate development. The Port operates eight shipping berths situated on approximately 125 acres of land, and specializes in handling high-value, conventional and over dimensional cargoes in support of the aerospace, military, construction, manufacturing, agriculture, energy and forest products industries.
The Port of Everett runs the largest public marina on the West Coast with more than 2,300 recreational boating slips and a 13-lane public boat launch facility. On the real estate side, the Port owns 3,800 acres of property, including Jetty Island, and works to return environmentally damaged property to productive use, restoring economic prosperity to the waterfront. The Port’s properties also provide numerous public access and recreational opportunities for area residents and visitors to enjoy, supporting a vibrant, livable and balanced waterfront that generates economic and recreational opportunities. Through its operations, the Port supports nearly 40,000 jobs and contributes $433 million to state and local taxes.

JOB SUMMARY

The Executive Assistant provides high-level, proactive support across multiple departments and the Port’s senior leadership by managing complex schedules, coordinating communications, and ensuring smooth daily operations. This role serves as a trusted partner who anticipates needs, streamlines workflows and maintains exceptional professionalism in all interactions. Strong judgement, discretion and organizational excellence are essential to succeeding in this detail-oriented role.

ESSENTIAL FUNCTIONS
The following essential functions are intended to illustrate the core responsibilities of the position and are not meant to serve as a complete or definitive list of all possible tasks:
Provide high-level administrative support including calendar management, meeting coordination, preparing agendas and minutes, assistance with correspondence and presentation preparation
Coordinate priorities and maintain effective day-to-day office operations for the assigned departments
Maintain departmental documents, reports, spreadsheets and presentations
Monitor deadlines, track progress on initiatives and support project coordination
Assist with office operations, workflow, optimization and administrative processes
Handle sensitive, confidential, and public record information with discretion and in accordance with applicable policies, procedures, and legal requirements
Coordinate travel including preparing travel authorizations for signatures, tracking travel arrangements, expenses and approvals, prepare expense reports and travel reconciliation documentation for reimbursement
Organize and maintain paper and digital department records
Assist with purchasing office supplies, conference registrations, travel/hotels and memberships
Assist with vendor communication, purchase requisitions, contract routing, and processing of invoices, pay apps and change orders
Help assemble permit applications, monitor submission timelines and organize communications
Assist procurement staff, department managers and staff on project manuals and contract documents for solicitation and applicable public works requirements
Provide backup administrative coverage, collaborate across departments, and perform other general clerical support as needed
Assist with development and implementation of various department software, policies, and procedures
Comply with all company, health, safety, and environmental regulations by recognizing hazards and using appropriate equipment and procedures
Adhere to all company policies, procedures, employee handbook guidelines, and the provisions outlined in the respective Collective Bargaining Agreements (CBA), ensuring consistency, fairness, and compliance in daily operations
Participate in Port events to support organizational engagement and culture
Perform other duties and projects as assigned to support operational needs
Requirements
QUALIFICATIONS
Knowledge, Skills, & Abilities (KSA’s):
The following KSAs ensure we maintain a knowledgeable, capable, and professional workforce aligned with our mission. All employees are expected to:
Demonstrate expertise specific to their profession and maintain appropriate licensing/certification
Possess intermediate level personal computer skills
Display the diplomacy necessary to address sensitive issues or complaints—both public and private
Possess effective conflict resolution and personal negotiation skills
Exhibit high ethical standards in the execution of position responsibilities
Cultivate and contribute to a dynamic, team-oriented work environment by being responsive, timely, respectful and knowledgeable
Communicate effectively in English, including the ability to read, write, analyze and interpret complex documents and other written material
Have the ability to obtain a Transportation Worker Identification Credential (TWIC)
Possess a valid driver’s license, and maintain insurability under the Port’s auto insurance plan
Specialized Knowledge, Skills and Abilities:
Knowledge of office practices, administrative procedures, records management, document control and executive level customer service
Knowledge of basic invoice-processing, budgeting and project tracking practices
Knowledge of confidentiality, records retention, and public record requirements
Required Work Experience and Education:
Three (3) years of progressively responsible administrative, office or program support experience involving records management, documentation preparation, scheduling, customer service, and coordination of multiple priorities
Preferred Work Experience and Education:
Associates degree in Public Administration, Business Administration, Finance or related field
Notary Public experience, including document witnessing and authentication
Physical Requirements:
Able to remain in a stationary position for extended periods
Able to occasionally move about inside the office to access file cabinets, office machinery, etc.
Able to operate office equipment such as computers, printers, and telephones
Able to occasionally lift or carry items (e.g., files, office supplies) typically up to 10–20 lbs