Executive Assistant/Administrative Specialist

  • Full-Time
  • Seattle, WA
  • Application deadline: 2021-10-04

Washington Sea Grant

Washington Sea Grant (WSG), within the College of the Environment, has an outstanding opportunity for an Executive Assistant/Administrative Specialist. Collaborating with the WSG Director and Leadership Team, the Administrative Specialist plays an integral role managing events, projects and overseeing many elements of the overall internal organization operations, to ensure the success of Washington Sea Grant’s Leadership Team and organization. The Administrative Specialist reports to the Director and oversees the work of a student assistant.

The position interacts with the WSG Leadership Team and Director, WSG Advisory Committee, principal investigators, fellows, WSG staff and student employees, University and other academic institutions, national Sea Grant network, and WSG state, tribal and regional partners. The position regularly communicates with a wide range of individuals and organizations to ensure the effective implementation of WSG priorities. This position requires the ability to take initiative, exercise independent judgement, problem solve, and be an efficient and diplomatic project manager.

WSG is a unique unit with federally designated responsibilities for all of Washington to support marine and coastal research, education, outreach and communications. It is one of 34 Sea Grant programs located throughout coastal and Great Lakes states. WSG serves the state and the region by providing technical assistance to marine resource users and managers, engaging the public in activities that promote ecosystem health, educating students of all ages and encouraging science-based solutions to marine and coastal issues. As part of the WSG staff and through the position’s unique operational and coordination duties, the Administrative Specialist has the potential to connect hundreds of Washington residents with UW centers, faculty, staff, students and other university resources.

WSG maintains a commitment to diversity, equity, and inclusion, by valuing diverse perspectives, and enhancing cultural understanding. WSG works to create equitable access to resources and opportunities for Washington’s diverse communities and seeks to incorporate their voices and priorities. WSG’s values are informed by environmental justice and are based in a culture of inclusion, respect, long-term engagement, and accountability.

Duties & Responsibilities

Project and Event Management

  • Provide project and event planning leadership for the below types of events and projects in partnership with the Leadership Team.
  • Independently make decisions on implementation strategy for these events and projects without oversight.
  • Direct the work of a student assistant to ensure all logistics are covered. Specific logistics include ensuring participants for these engagements are fully briefed on agenda items, have received all required materials, and receive follow-up information in a timely manner, preparing correspondence, proposals, presentations, and requests for information that often include sensitive financial or HR information and creating graphs and statistical studies to support presentations, reports and proposals.
  • Coordinate technical logistics for virtual meetings.

Examples of the kinds of events and meetings include

  • Retreats and all-staff meetings
  • Visitor-related field trips (i.e. National Sea Grant Office Program Director or NOAA collaborators)
  • Advisory Committee Meetings
  • Four-day National Site Visit

Project examples include

  • Create and enforce policies and practices that allow staff to comply with UW/WSG branding, legislative and organization strategies, and standards.
  • Provide project management expertise during Leadership Team weekly meetings; tracking topics, member deliverables, actions needed from staff and external parties, establish deadlines, etc. to help ensure accountability and progress on the many demanding activities done by the Leadership Team.
  • Ensure all required contents of proposals in response to federal and state funding opportunities are collected and completed.
  • Oversee the Program Development process. At the discretion of the Director, WSG funds may be available to sponsor research, conferences, workshops, and events that further the mission of WSG.
  • Manage the Program Development budget, track projects funded to stay within budget
  • Ensure applicants have their questions answered, ensure follow through with applicants

Executive Support to the Director

  • Manage Director’s email and other correspondence, maintaining subject files that serve as a formal record, support the Director on matters requiring attention, and preparing follow-up on action items.
  • Manage the Director’s calendar; regularly check-in with the Director, create briefing materials for upcoming high priority meetings.
  • Plan Director’s trips and travel, including briefing materials and post-travel reimbursement paperwork.
  • Liaise with WSG staff, Dean’s Office, Office of Federal/State Relations, federal, state and agency partners.
  • Develop meeting agendas and background materials for semi annual WSG Advisory Committee meetings.

Other General

  • Environmental Health and Safety Officer for WSG
  • All Washington Sea Grant employees incorporate diversity, equity and inclusion into their every day work and participate in DEI workgroup activities, training and professional development
  • As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

Required Qualifications

  • Bachelor’s degree in business or environmental field
  • At least three years of experience in project management, program management, executive administrative support, or other marine-related work experience.
  • Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired Qualifications

  • Capacity to manage demanding workflow and competing deadlines; and initiate and complete projects independently.
  • Excellent written and oral communication skills and a demonstrated ability to communicate effectively with a variety of constituencies.
  • Experience in tracking and managing multiple complex projects while meeting key deadlines.
  • Strong organizational skills, attention to detail and process, and problem-solving abilities.
  • Demonstrated proficiency with Google Suite, Zoom, Microsoft Office and Adobe products; experience working on a Mac a plus.
  • A commitment to the goals and ideals of Washington Sea Grant.

To apply for this job please visit uwhires.admin.washington.edu.