POSITION TITLE: Executive Assistant

DEPARTMENT or DIVISION: Engineering, Construction, Planning and Development

SUPERVISOR’S TITLE: Administrative Manager  

APPOINTMENT INFORMATION: Full-Time, Non-Exempt, Onsite 

UNION: ILWU Local 32 B

ABOUT THE PORT OF EVERETT

The Port of Everett, located on Port Gardner Bay at the mouth of the Snohomish River, was formed by the citizens of Everett in 1918 to create economic opportunities and protect the waterfront for the community. The Port has a long history of providing marine-related services and appropriate public access to the waterfront. The Port strives to bring quality jobs, business, and tourism opportunities to its local and surrounding communities, and is committed to enhancing, restoring and preserving the overall environmental health of our waterfront through environmental remediation, pollution prevention and resiliency planning. 

The Port of Everett operates three lines of business: 1) international shipping terminals; 2) marina facilities; and 3) real estate development. The Port operates eight shipping berths situated on approximately 125 acres of land, and specializes in handling high-value, conventional and over dimensional cargoes in support of the aerospace, military, construction, manufacturing, agriculture, energy and forest products industries. 

The Port of Everett runs the largest public marina on the West Coast with more than 2,300 recreational boating slips and a 13-lane public boat launch facility. On the real estate side, the Port owns 3,800 acres of property, including Jetty Island, and works to return environmentally damaged property to productive use, restoring economic prosperity to the waterfront. The Port’s properties also provide numerous public access and recreational opportunities for area residents and visitors to enjoy, supporting a vibrant, livable and balanced waterfront that generates economic and recreational opportunities. Through its operations, the Port supports nearly 40,000 jobs and contributes $433 million to state and local taxes.

JOB SUMMARY

The Executive Assistant provides high-level, proactive support across multiple departments and the Port’s senior leadership by managing complex schedules, coordinating communications, and ensuring smooth daily operations. This role serves as a trusted partner who anticipates needs, streamlines workflows and maintains exceptional professionalism in all interactions. Strong judgement, discretion and organizational excellence are essential to succeeding in this detail-oriented role. 

ESSENTIAL FUNCTIONS

The following essential functions are intended to illustrate the core responsibilities of the position and are not meant to serve as a complete or definitive list of all possible tasks: 

• Provide high-level administrative support including calendar management, meeting coordination, preparing agendas and minutes, assistance with correspondence and presentation preparation
• Coordinate priorities and maintain effective day-to-day office operations for the assigned departments
• Maintain departmental documents, reports, spreadsheets and presentations 
• Monitor deadlines, track progress on initiatives and support project coordination
• Assist with office operations, workflow, optimization and administrative processes
• Handle sensitive, confidential, and public record information with discretion and in accordance with applicable policies, procedures, and legal requirements
• Coordinate travel including preparing travel authorizations for signatures, tracking travel arrangements, expenses and approvals, prepare expense reports and travel reconciliation documentation for reimbursement
• Organize and maintain paper and digital department records
• Assist with purchasing office supplies, conference registrations, travel/hotels and memberships 
• Assist with vendor communication, purchase requisitions, contract routing, and processing of invoices, pay apps and change orders
• Help assemble permit applications, monitor submission timelines and organize communications
• Assist procurement staff, department managers and staff on project manuals and contract documents for solicitation and applicable public works requirements
• Provide backup administrative coverage, collaborate across departments, and perform other general clerical support as needed
• Assist with development and implementation of various department software, policies, and procedures
• Comply with all company, health, safety, and environmental regulations by recognizing hazards and using appropriate equipment and procedures
• Adhere to all company policies, procedures, employee handbook guidelines, and the provisions outlined in the respective Collective Bargaining Agreements (CBA), ensuring consistency, fairness, and compliance in daily operations
• Participate in Port events to support organizational engagement and culture
• Perform other duties and projects as assigned to support operational needs

QUALIFICATIONS

Knowledge, Skills, & Abilities (KSA’s):

The following KSAs ensure we maintain a knowledgeable, capable, and professional workforce aligned with our mission. All employees are expected to:

• Demonstrate expertise specific to their profession and maintain appropriate licensing/certification 
• Possess intermediate level personal computer skills 
• Display the diplomacy necessary to address sensitive issues or complaints—both public and private
• Possess effective conflict resolution and personal negotiation skills
• Exhibit high ethical standards in the execution of position responsibilities
• Cultivate and contribute to a dynamic, team-oriented work environment by being responsive, timely, respectful and knowledgeable
• Communicate effectively in English, including the ability to read, write, analyze and interpret complex documents and other written material
• Have the ability to obtain a Transportation Worker Identification Credential (TWIC)
• Possess a valid driver’s license, and maintain insurability under the Port’s auto insurance plan

Specialized Knowledge, Skills and Abilities:

• Knowledge of office practices, administrative procedures, records management, document control and executive level customer service
• Knowledge of basic invoice-processing, budgeting and project tracking practices
• Knowledge of confidentiality, records retention, and public record requirements

Required Work Experience and Education:

• Three (3) years of progressively responsible administrative, office or program support experience involving records management, documentation preparation, scheduling, customer service, and coordination of multiple priorities

Preferred Work Experience and Education:

• Associates degree in Public Administration, Business Administration, Finance or related field  
• Notary Public experience, including document witnessing and authentication

Physical Requirements: 

• Able to remain in a stationary position for extended periods
• Able to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Able to operate office equipment such as computers, printers, and telephones
• Able to occasionally lift or carry items (e.g., files, office supplies) typically up to 10–20 lbs