Executive Assistant

Position Title: Executive Assistant

Full-time Non-exempt Position

Reports To: This position reports directly to the Chief Executive Officer (CEO).

Position Summary:

The Executive Assistant is responsible for supporting the CEO and Board of Directors with administrative functions and activities.

To perform this job successfully, an individual must meet the qualifications and be able to perform all the duties described in the Duties and Responsibilities and the Qualifications sections of this job description. All the qualifications and duties and responsibilities are considered essential functions of this job. The identified essential functions are representative of the minimum levels of knowledge, skill, experience, and/or ability required.

Essential Duties and Responsibilities:

· Serves as the CEO’s Executive Assistant in day-to-day Chelan Douglas Regional Port Authority (CDRPA) operations.

· Track calendars, provide support and prepare meeting rooms as needed.

· Assists Board of Directors and staff with travel arrangements, conference, seminar, and trade show registrations, including lodging as needed.

· Adhere to compliance with applicable Washington State laws regarding board matters including advance distribution of materials (notices, packets, agendas) before Board meetings in electronic/paper format.

· Provide regular notices to media/public for all regular and special meetings. Provide notices to the media/public when Board of Directors are attending regional meetings and/or traveling to trade association meetings.

· Assist in coordinating and drafting Board meeting agendas.

· Compilation of supporting Board meeting documentation and information in a well-organized manner.

· Provide back-up for meeting item projections.

· Assist CEO in writing motions prior to Board meetings.

· Assist in formatting policies, resolutions, and other documents.

· Attend all Board meetings and serve as the recording agent.

· Following Board meetings, compile accurate meeting minutes in a timely manner for Board approval. Perform all document retention of Minutes, Policies, and Resolutions.

· Assist CEO and other staff in drafting Media Releases; distribute to appropriate outlets when final.

· Coordinate & plan logistics for outreach and economic development meetings such as the Partner Breakfast and Economic Development Roundtable Lunch.

· Track event RSVP’s and attendance logistics.

· Serve as primary point-of-contact for venues/caterers when reserving for events, during events, and after events as follow-up.

· Coordinate logistics for the CDRPA’s annual planning retreat with the CEO.

· Design & decorate Chamber Banquet tables.

· Maintain lists in various databases such as Mail Chimp & Excel.

· Edit and format correspondence for the CEO and other CDRPA staff as needed.

· Maintain Calendar of Events; Maintain CDRPA Outlook Corporate Calendar, and assist in updating CEO and Board Calendars as needed.

· Purchase and maintain adequate office supply inventory.

· Coordinate responses to public records requests.

· Maintain office central filing system, record keeping and assist with record retention.

· Assist with distribution of incoming mail and communications.

· Provide support and backup to Administrative Assistant (covering the front desk, including incoming phone calls, greeting guests, mail receipt, etc.).

· Ensure the highest level of customer service.

· Help promote a safe work environment. Work with team members in recommending and implementing safety policies and practices.

· A high degree of confidentiality is required.

· In the team-based environment, this position may perform other duties as assigned.

Primary Work Location & Job Conditions:

· This position is located at the Chelan Douglas Regional Port Authority administrative offices.

· Duties are primarily performed in an office environment, while sitting at a desk or computer terminal.

· Work generally occurs during normal office hours, with occasional evening meetings.

· Light to moderate lifting is required.

Required Skills:

· Associates degree preferred, although equivalent experience and training that provides similar skills, knowledge and abilities may be substituted.

· Possess a valid Washington State Driver’s License.

· Experience with computer systems and applications including Outlook, Word, Excel, PowerPoint, etc.

· Attention to detail, including the ability to proofread your own work as well as others.

· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

· Ability to build relationships and work well with Board of Directors, staff, and external partners.

· Ability to communicate effectively orally and in writing.

· Proactively approach to problem-solving with decision-making capability.

· Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate a high level of customer service and response.

· Demonstrated ability to achieve high performance and meet deadlines in a fast-paced environment.

· Forward thinker, who actively seeks opportunities and proposes solutions.

· Ability to complete priority projects in a thorough and accurate manner. Able to take on a wide variety of assignments.

· Highly organized, versatile, & flexible.

· Excellent time-management skills.

Important Disclaimer Notice:

The job duties, responsibilities, skills, functions, experience, educational factors and the qualifications listed in this job description are representative only and not exhaustive of the tasks or assignments that an employee may be requested or required to perform in this position. The omission of specific job duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or condition of its business, competitive considerations, or the work environment change. The job description does not constitute an employment contract and is subject to change as the needs of the employer and requirements of the job change.

Equal Opportunity/Affirmative Action Employer:

All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, political affiliation, disability status or any other non-merit factor. Chelan Douglas Regional Port Authority is also committed to diverse work force. Women, disabled persons, members of ethnic minority and other underrepresented groups are encouraged to apply.

COVID-19 Vaccination Status

The Chelan Douglas Regional Port Authority requires a COVID-19 vaccination as a condition of employment. New hires may request an exception from this mandatory vaccination policy if the vaccine is medically contraindicated for them or medical necessity requires a delay in vaccination. New hires may also be legally entitled to a reasonable accommodation if they cannot be vaccinated and/or wear a face covering because of a disability, or a sincerely held religious belief, practice, or observance. Requests for exceptions and reasonable accommodations must be initiated by the new hire. All such requests will be handled in accordance with applicable laws and regulations and the Regional Port’s Personnel Policies. Proof of vaccination will be verified by the Regional Port after an employment offer has been extended and accepted.

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Microsoft Excel: 2 years (Required)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: In person