Executive Assistant

About the Port of Bellingham
The Port of Bellingham is a Washington State special purpose municipal corporation serving all of Whatcom County. It is a unique organization that makes significant contributions to the local community through leveraging its resources by directly participating in revenue-earning lines of business, as well as by capitalizing on its strategic assets through special public agency powers.

By using combined expertise in both the business and government sectors, the Port has a role in job preservation and job creation, as well as a role in the operation of transportation facilities for seaports and airports. This combination is distinct from that of either the private sector or other government entities.

Mission Statement: To promote sustainable economic development, optimize transportation gateways, and manage publicly owned land and facilities to benefit Whatcom County.

Resume and cover letter required.

This posting will close on Wednesday, November 27, 2024. Applications will be reviewed upon closing. 

2025 salary range is listed. 

JOB SUMMARY

The Executive Assistant provides high-level administrative support to the Executive Director, ensuring smooth and efficient operations within the executive office. Responsibilities include managing complex schedules, coordinating meetings, handling correspondence, and preparing reports and presentations. The role requires discretion, strong organizational skills, high degree of professionalism, strict confidentiality, and the ability to manage multiple tasks with minimal supervision. The ideal candidate is proactive, detail-oriented, and has excellent communication skills to effectively liaise with internal and external stakeholders.

ESSENTIAL FUNCTIONS

1. Responsible for coordination and publication of notices for Commission meetings, executive sessions, and public hearings. Prepare and lead weekly agenda setting meetings. Prepare and distribute Commission meeting agendas and all pertinent back-up material. Attend all Commission meetings, read motions, and take minutes. Set up and take down meeting room(s). Prepare Commission meeting minutes for approval. 
2. Performs administrative tasks which require thorough knowledge of office routines and understanding of the Port programs and procedures as related to work with the Executive Director.
3. Works closely with the Board of Commissioners. Provide administrative support to the Commissioners as needed.
4. Tracks actions taken by the Executive Director under annual Commission Resolution 1106, the delegation of authority and report monthly to the Commission as required by the delegation of authority.
5. Schedules and assists with the appointment calendar for Executive Director and furnish reminders for business, civic, and social meetings. Plans and coordinates staff meetings and various special events, as well as Port group functions.
6. Receives telephone calls, visitors, and incoming mail for the Executive Director. Maintains a good working knowledge of current Port activities and provide information to the public. Answers the Executive Director's routine inquiries and routes technical or non-routine inquiries to the appropriate person.
7. Makes travel arrangements and reservations for the Commissioners, Executive Director, and other Port staff as requested.
8. Establishes and maintains cooperative working relationships with community groups, contractors, and outside agencies.
9. Posts website media content and social media posts as necessary.
10. Due to the sensitive nature of various projects and information, the Executive Assistant is required to maintain the highest level of confidentiality.
11. May act as Port representative on external boards and associations; performs Port Committee duties.
12. Performs other duties as assigned.

QUALIFICATIONS

Required:

• Minimum of five years of increasingly responsible administrative support to a senior manager or executive.

LICENSES REQUIRED

• Valid Washington State driver’s license is required.

SKILLS AND ABILITIES

• Must be willing and able to be a Notary.
• Demonstrate proficiency in MS Word, Excel, PowerPoint, Outlook and web-based tools.
• Demonstrate maturity, discretion, initiative, and sound judgment to carry out tasks in a stressful and constantly changing environment.
• Must have excellent organizational skills, ability to work independently and able to interact effectively with all levels of internal and external customers.
• Must have excellent oral and written communication skills including proper spelling, grammar, phone etiquette, and public speaking.
• Must have excellent interpersonal skills and ability to work internally across all levels of the organization as well as externally.
• Must be able to establish work priorities and self-manage to meet all deadlines.
• Must be able to display a high level of professionalism in public and private settings.

LEVEL OF AUTHORITY

Position does not supervise others, but must work independently and operates with a high degree of discretion. Position has responsibilities that could impact the Port and Port employees as well as legal liability and financial standing.

WORK ENVIRONMENT

PHYSICAL DEMANDS

Benefits include medical & prescription plans, dental, vision, orthodontia plans, employee assistance program, flexible spending accounts, basic and additional life and AD&D insurance, long-term disability, voluntary long-term care, vacation accrual starting at 18 days off per year, Washington paid sick leave, Washington State pension plans including PERS 2, 3, or LEOFF, deferred compensation, 11 paid holidays, and education assistance.