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We have an outstanding opportunity for an Executive Assistant to the President to serve as the executive principal assistant to the President of the University of Washington; and work closely with the Executive Office of the President and Provost team and the Events and Hill-Crest team (President's Residence). This position reports directly to the President, and works closely with the Executive Office Chief of Staff to manage the activities and commitments of the President. The Executive Assistant to the President regularly exercises independent judgment and discretion; and, in collaboration with members of the Executive Office, contributes and advises in the design, coordination, and implementation of the Executive Office (President and Provost) processes and procedures. The Executive Assistant is expected to work closely and collaboratively with members of the Executive Office to ensure timely and accurate communication and to support the coordination of tasks and projects for the President and Provost.
The Executive Assistant to the President provides high-level confidential administrative support to the President of the University of Washington. The Executive Assistant ensures the organization and coordination of the President's activities and commitments; analyzing and researching requests and issues; monitoring communication between President and UW internal and external constituents; tracking and following up on issues; coordinating workflow as assigned by the President; managing and/or coordinating special projects, special events, and daily responsibilities of the President.
Based on specialized knowledge and understanding of the University and the Executive Office issues, this position exercises high-level independent judgement and make decisions that accurately reflect the interest and intent of the President.
This position requires the following for all responsibilities: a high level of tact, discretion, and diplomacy, and the ability to maintain a high level of confidentiality. Works with all levels of leaders, faculty, staff, within the University; as well as with external entities and individuals. Participates in and coordinates the design and implementation of office processes and procedures. Manages and integrates intensive information flows across multiple levels, multiple campuses and works with senior level executive positions in support of the President and the Executive Office and operations. In addition to staffing the President's daily operations, this position assesses, prioritizes, and organizes numerous projects driven by the President.
This position's work is critical to the President's ability to provide leadership for the University of Washington, with campuses in Seattle, Bothell and Tacoma, as well as the UW Medicine system which includes Harborview Medical Center, University of Washington Medical Center, Northwest Hospital and Medical Center, UW Neighborhood Clinics, UW Physicians, and Airlift Northwest. The Executive Assistant works directly with the President to support her successful interaction with the university community, political and business leaders, public figures, donors, dignitaries, as well as leading academics from around the world.
Duties & Responsibilities
Executive Support Management
Provide high-level executive support to the President on a daily basis: Manage President's communication and correspondence. Track President's email throughout the day; read and take action as needed. Refer, respond, triage, consult with vice provosts, vice presidents, deans and others; confer with the President, Chief of Staff and Executive Office colleagues as required or needed. When appropriate respond in own name or President's using own judgment. Manage the President’s complex and issue-sensitive schedule, including evaluating the need to reschedule, postpone or relocate meetings, based on changing priorities and emerging issues.
Manage day-to-day activities to ensure effective schedule management. Ensure President is fully briefed on agenda items and has received all required materials. Critically review and evaluate for accuracy and completeness of materials prepared for use by the President.
Maintain a clear understanding of all programs/projects operating under the President’s purview in order to provide effective administrative support. Exercise a high degree of judgment in communicating with all constituents – provide excellent customer service.
Independently screen and prioritize all meeting requests and highlight, investigate and summarize key information for review.
Respond to all meeting inquiries in a timely, personable, accurate, and efficient manner. Skillfully refer internal and external inquiries, comments and/or complaints to the appropriate area.
Work closely with other members of the Executive Office to provide coordinated administrative support.
Events and Travel Planning and Management
Coordinate travel arrangements for the President, and working closely with the Executive Office F&A Shared Services Team, ensure compliance with University rules and regulations while meeting priorities of the University and the President’s office.
In collaboration with Events/Special Project Manager, assess and determine priority of requests and present event invitations to the President and/or President's spouse/partner; provide necessary background and suggestions to assist the President and/or President's spouse/partner in decision-making.
Work with Special Events Liaison, coordinate events at Hill-Crest, the President's Residence; provide input and guidance based on understanding of the President's priorities and preferences.
In coordination with the Executive Office F&A Shared Services Team, help with business expense tracking and reimbursements for the President.
Coordinate with internal and external partners on event logistics to ensure the president is fully prepared.
Executive Office and Special Projects
Collaborate closely with the Executive Assistant to the Provost/EVP and all members of the Executive Office to maintain constant and fluid communication; follow up on priorities and issues; define and execute common goals and processes for optimal efficiency of the Executive Office. Coordinate with EA to the Provost/EVP in yearly planning of President and Provost/EVP national and international travel, as well as overseeing and approving the incoming requests for the President and Provost/EVP attendance to events.
Provide status reports on projects and issues as requested.
Manage special projects or other duties as assigned.
•Bachelor's degree, preferably in communications, liberal arts, or related degree. •Five or more years of senior administrative work supporting high-level executives, with progressively more responsible experience. An equivalent combination of education and experience may substitute for stated requirements. •This position requires a high degree of professionalism, discretion and poise under difficult situations. Must have strong attention to detail and excellent organizational skills. Requires excellent written and verbal communication skills, and the ability to drive team work and collaboration in a fast-paced executive office environment. •Demonstration of excellent written and verbal communication skills. •Supervisory experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Preference given to candidates with experience in public higher education. •Extensive knowledge of UW administrative and academic structure, procedures and policies
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.
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.