Port of Anacortes
  • Anacortes, WA, USA
  • $74,882-$86,809
  • Salary
  • Full Time

*Great state retirement with deferred compensation options *Excellent medical PPO plan options. Port-funded Health Savings Account available. *Generous PTO policy *Monthly gym reimbursement up to $75


The Executive Assistant is responsible for providing professional-level administrative support to the Port's Executive Management team and Board of Commissioners through a variety of complex and often confidential administrative duties. Serves as the Port's Public Records Officer for compliance with Washington State public records laws. A successful candidate possesses strong organizational skills and attention to detail while prioritizing tasks to manage a diverse workload in a fast-paced environment. This position must maintain a schedule that ensures the best possible administrative support is provided including attending evening Commission meetings currently scheduled on the first and third Thursday of the month.

 

Your Day-to-Day: (Essential Functions) Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Prepare agendas, packets, notices, resolutions, and recordings for Board of Commissioner meetings; take, prepare, distribute, and maintain meeting minutes per Open Public Meetings Act regulations.
  • Assist Executive Management and Commissioners' activities; provide confidential administrative and staff support, make travel arrangements, screen telephone calls and visitors, and maintain executive calendars.
  • Supervise the Port's front desk Office Assistant, responsible for operating the main Port office.
  • Plan, organize and implement events, such as meetings, Commission retreats, business luncheons, or other staff functions.
  • Support Executive Management to ensure necessary meeting presentations, briefings, and correspondence have been prepared and distributed.
  • Type, edit and proofread resolutions, correspondence, legal documents, and press releases.
  • Oversee, coordinate, prioritize, respond, and comply with all public records requests according to state law.
  • Analyze and evaluate current records management policies, procedures, and processes, and develop and implement recommendations for improvements.
  • Proactively manage Port records to ensure compliance with regulations including developing training materials and providing training.
  • Perform other duties, responsibilities, and special projects as assigned.

 

What You Need to Bring to the Team: (KSAOs)

  • [Education/Experience] 5+ years' experience of increasingly responsible administrative support to a senior manager or executive. Experience in public records management including developing and maintaining records retention schedules, policies, and procedures desirable.
  • [Core Competencies] Possess the following competencies: critical thinking, composure, initiative, teamwork orientation.
  • [Computer & Other Skills] Must provide exceptional customer service, possess strong verbal and written communication skills, and be highly detail-oriented. Must be able to handle high volume workloads under strict legal deadlines and produce highly professional, articulate, and accurate information for public consumption.
  • [Certifications/Licenses/Registrations] Be willing and able to obtain a Notary Public license. Obtain the Washington Association of Public Record Officers certification within two years of hire.
  • [Physical Demands] Physical ability to perform all essential functions of the job. Physical demands include repetitive computer usage, including visual acuity and sitting at a computer workstation; hearing, speaking and understanding the spoken word; occasional lifting, carrying and putting away parcels weighing up to 20 pounds; climbing stairs and ladders.
  • [Other Requirements] Following an offer of employment and before starting work, pass a criminal background check at no cost to you.

 

Why Port of Anacortes:

We truly believe that loving where you work matters! We aim to provide career positions that provide family-wage compensation and benefits with professional growth opportunities.

  • Competitive salary ($74,882-$86,809 annually + COLAs)
  • Great state retirement with deferred compensation options
  • Medical, dental, vision, life, AD&D, LTD offered with incredibly low monthly premiums ($0-$90/month)
  • Excellent medical PPO plan options. Port-funded Health Savings Account available.
  • Monthly gym reimbursement up to $75
  • Generous PTO policy offers vacation, sick leave, holidays, personal leave days, and comp time/exchange time

Hiring Plan:

The majority of the Port of Anacortes' employees are working remotely in response to the current public health crisis. We are currently accepting applications for this in-person position with the intention of interviewing top candidates in-person once Washington state's Stay Home, Stay Healthy proclamation is lifted and in-person meetings are allowed. Since this date is currently unknown, we will keep in contact with applicants as we have more information. We look forward to reviewing your applications on our first review date of May 11, 2020, remote or otherwise. The position will remain open until filled. To be clear, this is not a remote work opportunity. 

Port of Anacortes
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