Senior Executive Assistant

As a city, Seattle is known as a dynamic leader in technology, innovation, and the environment. As an employer, the City of Seattle is leading local government in environmental stewardship and social justice among other things, making our city what it is today and shaping our exciting future. The organization’s workforce plays a meaningful role in making this possible.

Seattle IT is a trusted partner that provides secure, reliable, and compliant technologies enabling the City of Seattle to deliver equitable and responsive services to the residents of Seattle. This purpose statement is a simple declaration of who we are and why we do our work. It is intended to be a guide that helps us to not lose sight of why we perform everyday tasks or to invest effort to tackle difficult problems. It emphasizes that our existence as a department is to support our City partners. It reminds us that we are part of a larger organization that collectively is working towards improving the lives of the residents of our city. The 600+ strong professionals in Seattle IT are involved in the full spectrum of a modern IT enterprise offering many dynamic career opportunities. We hope you’ll join us!

The Senior Executive Administrative Assistant reports to the Chief of Staff and provides a wide range of support services for the City of Seattle’s Chief Technology Officer and the department’s Executive Team. This role supervises the department’s executive assistants and facilities/space management liaison. This role has opportunities to build trust, credibility, and effective working relationships with all stakeholders, including IT division leaders and our City business partners.

Key Accountabilities/Responsibilities include:

• Support the administrative needs of the Department Director/Chief Technology Officer, which includes scheduling and personal logistics, triage and prioritization of correspondence, task and deadline tracking, travel planning and coordination, preparing materials for signature, preparing and reconciling expense reports and reimbursement claims, and other duties as assigned.
• Provide administrative support for departmental Executive Team meetings, including agenda development, scheduling, note-taking, logistics, and presentations.
• Serve as a primary point of contact between the Office of the CTO and Citywide IT governance groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
• Coordinate and support organizational events such as all-staff meetings, leadership retreats, and special events.
• Assist in the preparation of presentations and correspondence for internal and external audiences.
• Produce summaries and reports from spreadsheets and other data sources.
• Undertake special studies, staff surveys, and projects as requested.
• Supervise and direct the work of a team of 4 executive assistants who support division directors. Ensure that best practices in administrative support are established and followed. Coach, evaluate, and encourage employee growth toward optimum performance.
• Supervise and direct the work of the department’s facilities liaison and space planner, ensuring that the department’s office space is effectively and efficiently managed, allocated, and maintained.
• Work in partnership with the IT Human Resource Office to establish and manage best practices related to new employee onboarding.
• Collaborate with the IT Communications team to effectively support their work, and the standards they design.

Required Qualifications:

NOTE: Equivalent combinations of education and experience will be considered for the required qualifications.

• Requires four years of experience as a administrative staff assistant, administrative staff analyst, budget analyst or in a related field, and a Bachelor's degree in business or public administration, or other field related to administrative work (or a combination of education and/or training and/or experience that provides an equivalent background required to perform the work of the class.

• Two years of experience as a supervisor or lead overseeing the work and performance of subordinates.
• Experience managing general office and administrative functions.
• Strong attention to detail and the ability to anticipate needs of the team members this role supports.
• Strong organizational skills including the ability to prioritize work, seek input from multiple stakeholders, and make decisions.
• Experience handling confidential and sensitive information with discretion.
• Demonstrated experience addressing an organization’s senior leadership.
• Excellent Office 365 skills including Outlook, Teams, Word, PowerPoint, and Excel skills.
• Strong communication skills both verbally and in writing; ability to draft correspondence and presentations, and interact both internally and externally (customers, vendors, elected officials, executive leadership throughout the City, peer team members, etc.) in a professional manner.
• A demonstrated aptitude to learn new technology and management software packages.
• Experience in creating spreadsheets, analyzing data, and preparing summary reports.
• Excellent proofreading skills and attention to detail.

• BA/BS in business, communications, public administration, or related field.
• Prior experience working in an Information Technology organization.
• Prior experience working in a state, county, or local government organization.
• Experience with Microsoft Power Platform, including PowerBI and Power Apps
• Experience working with organizational change management tools and processes, system thinking, and design thinking principles.
• Experience with employee performance management and mentoring staff to achieve a high level of professional service.
• Ability to thrive in energetic, fast-paced organization with high expectations for service delivery and professional staff standards.
• Flexibility in working with changing schedules and priorities.
• Self-motivated with desire to grow within the organization.
• Experience supporting a diverse team and working in an organization that prioritizes race and social justice principles.

The full pay range for this 5 step-progression position is $49.49 to $57.55 per hour. New employees begin at Step 1 of the pay progression, which is $49.49 per hour. Current City employees starting rate of pay will be based on Personnel Rules regarding promotions.

Why work at the City of Seattle?

The City of Seattle recognizes every City employee must play a role in ending institutional and structural racism. Our culture is the result of our behavior, our personal commitments, and the ways that we courageously share our views and encourage others to do the same. To cultivate an antiracist culture, we seek employees who will engage in the Race and Social Justice Initiative by working to dismantle racist policies and procedures, unlearn the way things have always been done, and provide equitable processes and services.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans.

For optimal consideration, we encourage you to include a cover letter and resume with your application. We encourage you to use your cover letter to discuss why you want to do this work and how you meet the qualifications for the position. Your resume should summarize the talent, experience, knowledge, and skills you bring to this work. Apply online at https://www.governmentjobs.com/careers/seattle/

If you have any questions, please contact Melanie Vogt at Melanie.Vogt@seattle.gov.

Workplace Environment (Telework Expectation): This position offers the flexibility of a hybrid work schedule. At this time, hybrid telework schedules have a minimum requirement of two days onsite per week. Individual schedules will be based on operational needs and agreement between the employee and their supervisor.

This hiring process involves a background check of conviction and arrest records in compliance with Seattle's Fair Chance Employment Ordinance, SMC 14.17. Applicants will be provided an opportunity to explain or correct background information.

Who may apply: This position is open to all candidates that meet the minimum qualifications. The City of Seattle values different view points and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. The City encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experience.

The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.