Executive Assistant to the Commission Office

Job Description - Executive Assistant to the Commission Office (004339) Job Description Executive Assistant to the Commission Office ( 004339 ) Location : Downtown Seattle : : Organization : Commission Office Employee Status : Regular Schedule : Full-time Posting Expires : Sep 22, 2026, 6:59:00 AM Minimum Salary : 47.06 Maximum Salary : 63.68 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. Some of what you'll be doing: As an Executive Assistant to the Commission Office, you will provide executive support to the five (5) elected Port Commissioners to enable them to successfully fulfill their official duties and responsibilities. You will also be responsible for handling all administrative responsibilities for the Commission Office including internal scheduling and calendaring, per diem reports, preparing and managing the Commission budget and contingency budget. You will manage Commission calendars and scheduling for all five Commissioners, balancing complex and fluid scheduling constraints with Commission priorities. You will ensure Commissioners are informed of their schedules, calendar changes, and required actions, and promptly respond to scheduling and special requests from Commissioners, the Chief of Staff, Deputy Chief of Staff, Port employees, the Executive team, and constituents. You will coordinate Commission information and meeting preparation by partnering with strategic advisors to ensure Outlook calendars include accurate locations, briefing materials, background information, and other relevant details. You will maintain an accurate look-ahead calendar and incorporate updates into weekly communications to Commissioners. You will coordinate logistics and administrative support for Commission meetings, retreats, and special events, including meeting space, facilities, catering, and hospitality. You will serve as the central operational hub for the Commission Office by facilitating information flow, communication, and day-to-day operations for Commissioners and Chiefs of Staff. You will serve as a liaison between the Commission Office, internal departments, external stakeholders, and the public, providing proactive coordination and guidance to support an efficient, responsive, and well-run office. You will manage office technology, facilities, and administrative services by partnering with ICT, Facilities, Security, and other Port departments to resolve technology and equipment needs for Commissioners and Chiefs of Staff. You will coordinate cell phones and international service, equipment procurement, office moves, furniture and nameplate changes, repairs, and delivery of materials to Commissioners at home or while traveling. You will manage daily mail and serve as the Commission Office time administrator. You will oversee the Commission Office budget and financial reporting by supporting the Chief of Staff and Commission President in reviewing the recommended budget and justifications for new budget items. You will monitor monthly and quarterly variance reports, research and explain discrepancies, make necessary adjustments, confirm unanticipated expenditures, and track Promo Hosting and Trade Business & Community Development (TBCD) costs. You will prepare monthly per-dem reports for all five Commissioners and submit them to payroll to support timely payment. You will manage contracts, procurement, and vendor payments in coordination with the Central Procurement Office, ensuring compliance with Port procurement standards, timely payments, accurate tracking of contract status and available funds, and maintenance of contract and vendor records. You will coordinate with the Deputy Chief of Staff regarding contract expirations and remaining balances and provide recommendations regarding contract actions, scheduling, and budget needs. You will ensure public disclosure and transparency requirements are met by coordinating timely and accurate responses to public disclosure requests involving the Commission Office, Commissioners, and Chiefs of Staff. You will track outstanding requests, coordinate records collection and review, and ensure fulfillment is consistent with legal requirements and the high level of public and media interest in Commission activities and expenditures. You will lead staff onboarding and offboarding by serving as the primary coordinator with Human Resources, ICT, Facilities, Security, and other departments to arrange building access, parking, technology, office setup, equipment, system permissions, orientation, required training, and the timely return of organizational assets. You will ensure processes are completed accurately and on schedule to support employee experience and operational continuity. Who you are: Experienced – You have four (4) years of experience providing administrative support to elected officials and/or executives. 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 have knowledge of office processes and procedures, including, accounting and budgeting practices, and expense management. You also understand appropriate protocols for interacting with Commissioners, distinguished guests, and visitors. Relationship-Builder – You can build relationships with key personnel and are able to exercise tact and diplomacy in dealing with sensitive issues and situations. Highly Organized and Detail-Oriented – You have high attention to detail and a high level of accuracy. You also possess time management skills including prioritizing work and meeting deadlines. Technically Skilled – You have experience using Concur to process expense reports and have a strong understanding of PeopleSoft for financial reporting, budgeting, and time reporting. You are also highly proficient in Microsoft Office applications, including Outlook, SharePoint, and PowerPoint. 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. You may be required to work any and all assigned shifts, including weekends and holidays. You may be required to work during emergencies. Work Environment – You will primarily work in an office environment. Work Environment - This work will take place in a hybrid/in-office setting at Management’s discretion. 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 . Security Requirements – As the successful candidate, you must pass a Transportation Security Administration (TSA) background check as well as a criminal history background check with the Federal Bureau of Investigation (FBI). Your employment will be contingent upon obtaining a Port of Seattle ID badge upon clearance. 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. Why the Port of Seattle : Every role at the Port of Seattle is vital to our thriving community. We are a leader in moving people and cargo across the country and around the world. With facilities and property ranging in scope from a half-acre park to one of the largest airports and container terminals on the West Coast, we maximize the public assets in our portfolio with an eye toward best uses and environmental sustainability. Find out more here . Our vision is to create a Port that mirrors – throughout its breadth of operations and services and within its leadership – the diversity of our communities, instill principles of equity into its culture, and ensures a fair and intentional distribution of opportunities to expand economic development and quality of life for all in our region. Find out more about how our values RAISE us up and our commitment to equity . The Port of Seattle is an equal opportunity and affirmative action employer that values diverse perspectives and life experiences. We encourage people of all backgrounds to apply, knowing decisions concerning the employment relationship will be made without regard to age, race, ethnicity, color, religion, creed, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, marital status, citizenship status, veteran status, the presence of any physical or mental disability, or any other status or characteristic protected by federal, state, or local law, regulations and ordinances. Click here for definitions and descriptions of categories referencing Ethnicity and Race. Click here for definitions and descriptions of categories referencing Protected Veteran Status.