Administrative Assistant

About the Administrative Assistant Role

The Administrative Assistant performs moderately difficult to complex administrative support functions at the Port of Seattle. The role involves management of calendars, travel arrangements, event logistics, contracting support, budget responsibilities, time administration, onboarding/offboarding, and authorized signatory tasks.

Key Responsibilities

• Manage calendars and schedule meetings with internal and external stakeholders.
• Coordinate travel arrangements and process expense claims.
• Act as Corporate/Purchase Card user for routine and non-routine purchases.
• Provide contracting support including proofreading, policy compliance, and invoice preparations.
• Handle budget responsibilities by inputting, monitoring, reporting, and recommending actions.
• Oversee time administration for employees ensuring accurate processing.
• Support onboarding and offboarding processes and manage employee badging.

Who You Are

Experienced with at least two years of relevant experience, preferably in a maritime or port-related environment. You are proficient in general office practices, intermediate in basic accounting principles, and adept at conflict resolution and project management. You possess strong communication, problem-solving, research, and organizational skills, along with advanced technical proficiency in Microsoft Office Suite.

Work Environment & Schedule

This is an office-based role with a regular work schedule from Monday to Friday, 8:00 a.m. to 4:30 p.m. Flexibility in start and end times exists and additional shifts including weekends, holidays, or emergencies may be required. Washington State residency is required.

Benefits

• Comprehensive healthcare including medical, dental, and vision.
• Paid vacation, sick leave, and holiday benefits.
• Pension/retirement and additional savings plans.
• Subsidized parking, low-cost transit, and hybrid work arrangements.
• Parental leave and professional development opportunities.

Key skills/competency

• Calendar Management
• Travel Coordination
• Budget Management
• Contracting Support
• Time Administration
• Onboarding
• Microsoft Office
• Conflict Resolution
• Organizational Skills
• Customer Service