Executive Assistant

Executive Assistant at University of Washington

As a University of Washington (UW) employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world. The UW is committed to attracting and retaining a diverse staff – your experiences, perspectives, and unique identities will be honored at the University of Washington. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UW Information Technology (UWIT) is the central IT organization for the University of Washington, providing critical technology support to all three campuses and UW medical centers. This includes information technology and services in customer experience, data & applications, infrastructure, information security, people & culture, research computing, and strategy & business operations. UWIT collaborates with university partners to advance teaching, learning, innovation, and discovery at the UW.

This position in UWIT directly supports one or two UWIT's Associate Vice Presidents and its directors. The position also develops, manages, and maintains several short- and long-term projects for the units within this division. This position further collaborates and partners with other executive assistants across UWIT on large-scale enterprise projects. In addition, this position serves as a resource to unit staff for department and University-wide business practices and policies.

In addition to supporting the assigned division, this position will also help organize UWIT's meetings and events as needed.

This person is independently responsible for structuring and completing projects and assignments, necessary procurement of resources following established guidelines, and coordinating divisional responses and adherence to divisional deadlines.

Position Complexities

This position interacts with UW Information Technology staff at all levels, and senior management within several UW departments. This position is responsible for cultivating and maintaining working relationships with team members, subject matter experts across the University, and external officials to ensure that communications are accurate, timely, and effective, and that project, team, and unit goals and objectives are met. The successful candidate must be proactive, self-directed, and able to exercise critical thinking and judgment skills throughout the course of the daily work. High levels of confidentiality, diplomacy, and discretion are essential. This position must prioritize tasks from multiple units and must have proven ability to work with divergent management styles. The number of reporting relationships and/or responsibilities may change as needs and demands of the position matures.

This position is responsible for independently developing, coordinating, managing, and ensuring the completion of projects, or major components thereof, including timelines and milestones, budget development and reconciliation, logistical and procurement support, coordination of efforts, and documentation development. In addition, this position may direct the work of event volunteers and divisional staff for individual events and projects, and oversee the work of suppliers, to ensure that assignments are satisfactorily completed.

Impact on the University

This position provides essential support to one or two Associate Vice Presidents (AVPs) to assist them to meet their responsibilities as a UWIT leader providing strategic leadership towards enhancing information technology for the university.

Key Responsibilities

Administrative and General Support (60%)

• Lead or work on projects that benefit the administration team of assigned UWIT divisions, or the entire UWIT organization.
• Exercise independent judgment, initiating communications and responses on behalf of the senior executive, representing their interests and goals. Prepare and distribute communications to division and unit employees and to outside vendors. Create and edit presentation materials.
• Provide support for various projects and unit programs, including determining timelines, accountabilities, and ensuring all commitments are met; report on project status and results.
• Produce operational reports, maintain mailing lists, and coordinate responses to inquires or project requests.
• Serve as executive assistant to assigned AVP providing them with executive-level support.
• Proactively manage the AVP's calendar and travel. Work with suppliers and UW staff of all levels to manage complex scheduling and logistics.
• Plan, organize, and support executive-level meetings/conferences, including but not limited to: developing and maintaining budgets, effectively navigating UW departments, attendee lists and registrations, coordinating site and vendor selection, logistical, and technological support, preparing and distributing materials, and following-up on action items. This includes providing support for staff-related events.
• Act as back up to other executive assistants within UWIT, as needed.

Project Development and Coordination (30%)

• Coordinate, lead and monitor projects, or major components, as directed, including budget development and oversight, logistical support, timelines and milestones, and coordination of tasks and staff across several UW departments and outside suppliers.
• Lead and/or participate on department-wide project teams and committees as directed.
• Other duties and projects as assigned.

Communications, Policies & Procedures (10%)

• Develop working relationships with key business partners and subject matter experts. Working closely with them, establish best practices and resources for departmental policies, procedures, programs, and initiatives.
• Act as informational resource for division staff, ensuring compliance to departmental and University policies and procedures. Develop and implement training materials, as needed.
• Draft, edit, revise, and publish divisional policies and procedures.
• Communicate changes in policy, procedures, and established practices to affected staff.
• Independently identify and recommend new areas of improvement to practices and policies, which will improve efficiency and standards of service.
• Act as a point of contact for the aforementioned division with internal requests, UW-wide requests, and external inquiries.
• Produce, proofread and edit communication and presentations from the AVP's.
• Review incoming correspondence and screen calls, and prepare appropriate responses based on the knowledge of the AVP's views and priorities.

Qualifications

Required Qualifications

• Bachelor’s Degree in Business Administration, Communications, related field or experience.
• Four years of experience in executive-level support and administration.
• Previous experience in department-level support and supporting multiple individuals.
• Superior verbal, written, editing, and interpersonal communication skills.
• Demonstrated ability to work collaboratively, with exceptional professionalism and confidentiality.
• Advanced skills with Microsoft Word, Microsoft Teams, Excel, Outlook, PowerPoint, and an overall computer literacy.
• Excellent organizational and problem-solving skills, flexibility, strong detail orientation, and sound judgment.
• Ability to manage multiple work assignments that range in duration and sensitivity, while prioritizing competing demands and changing deadlines.

Desired Qualifications

• Experience working in Higher Education, preferably at a major R1 university.
• Experience working in a technical environment, and engaging and facilitating communication between both technical and non-technical stakeholders.
• Experience managing, coordinating, or facilitating projects.
• Familiarity with, or ability to quickly learn, University of Washington organizational structure, policies, procedures, and systems.
• Previous experience with meeting and conference organization and planning.
• Previous experience with Google Docs, SharePoint, and Wiki.

Working Environment

This position may require work outside of normal working hours, as necessitated by projects or events. This position is hybrid and is an open office environment.

Compensation & Benefits

• Pay Range Minimum: $81,000.00 annual
• Pay Range Maximum: $93,840.00 annual
• Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
• Shift: First Shift (United States of America)
• Temporary or Regular?: This is a regular position
• FTE (Full-Time Equivalent): 100.00%
• Union/Bargaining Unit: Not Applicable

About the University of Washington

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

Key skills/competency

• Executive Support
• Project Coordination
• Calendar Management
• Communication
• Policy Development
• Microsoft Office Suite
• Event Planning
• Confidentiality
• Problem-Solving
• Stakeholder Engagement