Executive Assistant

Job Description

Position Purpose:

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 UWITs 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 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 UWITs 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 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.

Position Dimensions and Impact to 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.

Position 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 AVPs 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 AVPs.

• Review incoming correspondence and screen calls and prepare appropriate responses based on the knowledge of the AVPs views and priorities.

Position Qualifications

Required qualification Minimum education this position requires:

• Bachelors Degree in Business Administration Communications related field or experience.

Requirements:

• 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:

• 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 environmental conditions

• 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.

Other comments

A satisfactory outcome from a criminal history verification may be required prior to hire.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

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 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 or .

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.