EXECUTIVE ASSISTANT TO THE UW PRESIDENT
Apply NowCompany: University of Washington
Location: Seattle, WA 98115
Description:
As a 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 Executive Assistant to the President serves as the executive principal assistant to the President of the University of Washington, and works closely with the Executive Office of the President and Provost team, Events, and Hill-Crest (President's Residence) team. 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 the President and the 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.
Specific expectations for this role include:
Applying specialized knowledge and understanding of the University and the Executive Office issues, exercise high-level independent judgement and make decisions that accurately reflect the interest and intent of the President.
Maintain a high level of tact, discretion, and diplomacy, and the ability to maintain a high level of confidentiality.
Work with all levels of leaders, faculty, staff, students within the University; as well as with external entities and individuals.
Manage and integrate 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.
Assess, prioritize, and organize numerous projects driven by the President. The successful candidate must have the ability to balance the needs of several different people and projects and be comfortable adapting to a dynamic, changing environment.
Have the ability to work in a fast-paced environment with many complexities and ambiguities. The ability to recognize opportunities when they arise, independently plan and execute, and make recommendations based on the knowledge of the President is paramount to this position.
Be resourceful, self-motivated, have a high degree of problem-solving ability, and exercise attention to detail. The work to be accomplished is confidential and professionalism is required; the sensitive nature of the work requires excellent judgment, independent thinking, and discretion.
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, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Medicine Primary Care, UW Physicians, Fred Hutchison Cancer Center, Airlift Northwest, and UW School of Medicine.
The President provides executive leadership and direction that supports the vision, mission, and values of the University while fostering effective and efficient operations, strategic planning, growth, and development. This position works directly with the President to support their successful interaction with the University community, political and business leaders, public figures, donors, dignitaries, as well as leading academics from around the world.
DUTIES AND RESPONSIBILITIES
Executive Support Management (70%)
Provide high level executive support to the President on a daily basis - Act as a trusted advisor and confidential liaison for the President, analyzing, prioritizing, and advising on key office matters, ensuring commitments and obligations are met.
Manage the President's communication and correspondence. Track President's email throughout the day; read and take action as needed, including drafting responses for the President. When appropriate, respond 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.
On a day-to-day basis, supervise the President's Scheduler and provide management oversight of 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. Skillfully refer internal and external inquiries, comments and/or complaints to the appropriate area.
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.
Work closely with other members of the Executive Office to provide coordinated administrative support.
Events and Travel Planning and Management (20%)
Coordinate travel arrangements for the President (and the President's spouse/partner when they are serving in an official capacity representing the UW) and working closely with the Finance, HR & Administration team, ensure compliance with University rules and regulations while meeting priorities of the University and the President's office.
In collaboration with the President's Scheduler and Events Specialist, 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.
Coordinate events at Hill-Crest (President's Residence); provide input and guidance based on understanding of the President's priorities and preferences.
In coordination with the Executive Office Finance, HR & Administration 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 (10%)
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 the EA to the Provost/EVP in approving the incoming requests for the President and Provost/EVP attendance to events.
Plan, coordinate, and implement special projects and programs on behalf of the President, including distribution of athletic tickets.
Provide status reports on projects and issues as requested.
Manage special projects or other duties as assigned.
MINIMUM REQUIREMENTS
Bachelor's degree
Five or more years of senior administrative work supporting high level executives, with progressively more responsible experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL 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.
Proven unparalleled ability to maintain confidentiality and managerial discretion.
Must have or quickly gain knowledge and understanding of the policies and procedures of the University, as well as the established precedents.
Excellent analytical and interpersonal skills sufficient to communicate and collaborate with all levels of University employees.
Ability to prioritize work and manage a variety of complex projects simultaneously with accuracy and detail in a complex environment with changing deadlines, priorities and frequent interruptions.
High level interpersonal skills, including tact, good judgment, diplomacy and flexibility.
Exceptional poise under pressure at all times.
Demonstration of excellent written and verbal communication skills.
Exceptional attention to detail and proven ability to manage deadlines and prioritize tasks effectively in high-pressure situations.
Ability to work independently with minimal supervision, maintaining confidentiality and exercising discretion.
Excellent interpersonal and customer service skills, demonstrating tact, equity, and diplomacy.
Commitment to upholding the University's ethical standards and promoting inclusivity and diversity.
Supervisory experience.
Proficient in Microsoft 365 applications, including SharePoint, OneDrive, and Microsoft Teams.
DESIRED QUALIFICATIONS
Preference given to candidates with experience at the University of Washington or in public higher education.
Extensive knowledge of the UW administrative and academic structure, procedures and policies.
Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments 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 log into your "My Jobs" page. If you choose 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
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.
The Executive Assistant to the President serves as the executive principal assistant to the President of the University of Washington, and works closely with the Executive Office of the President and Provost team, Events, and Hill-Crest (President's Residence) team. 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 the President and the 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.
Specific expectations for this role include:
Applying specialized knowledge and understanding of the University and the Executive Office issues, exercise high-level independent judgement and make decisions that accurately reflect the interest and intent of the President.
Maintain a high level of tact, discretion, and diplomacy, and the ability to maintain a high level of confidentiality.
Work with all levels of leaders, faculty, staff, students within the University; as well as with external entities and individuals.
Manage and integrate 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.
Assess, prioritize, and organize numerous projects driven by the President. The successful candidate must have the ability to balance the needs of several different people and projects and be comfortable adapting to a dynamic, changing environment.
Have the ability to work in a fast-paced environment with many complexities and ambiguities. The ability to recognize opportunities when they arise, independently plan and execute, and make recommendations based on the knowledge of the President is paramount to this position.
Be resourceful, self-motivated, have a high degree of problem-solving ability, and exercise attention to detail. The work to be accomplished is confidential and professionalism is required; the sensitive nature of the work requires excellent judgment, independent thinking, and discretion.
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, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Medicine Primary Care, UW Physicians, Fred Hutchison Cancer Center, Airlift Northwest, and UW School of Medicine.
The President provides executive leadership and direction that supports the vision, mission, and values of the University while fostering effective and efficient operations, strategic planning, growth, and development. This position works directly with the President to support their successful interaction with the University community, political and business leaders, public figures, donors, dignitaries, as well as leading academics from around the world.
DUTIES AND RESPONSIBILITIES
Executive Support Management (70%)
Provide high level executive support to the President on a daily basis - Act as a trusted advisor and confidential liaison for the President, analyzing, prioritizing, and advising on key office matters, ensuring commitments and obligations are met.
Manage the President's communication and correspondence. Track President's email throughout the day; read and take action as needed, including drafting responses for the President. When appropriate, respond 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.
On a day-to-day basis, supervise the President's Scheduler and provide management oversight of 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. Skillfully refer internal and external inquiries, comments and/or complaints to the appropriate area.
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.
Work closely with other members of the Executive Office to provide coordinated administrative support.
Events and Travel Planning and Management (20%)
Coordinate travel arrangements for the President (and the President's spouse/partner when they are serving in an official capacity representing the UW) and working closely with the Finance, HR & Administration team, ensure compliance with University rules and regulations while meeting priorities of the University and the President's office.
In collaboration with the President's Scheduler and Events Specialist, 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.
Coordinate events at Hill-Crest (President's Residence); provide input and guidance based on understanding of the President's priorities and preferences.
In coordination with the Executive Office Finance, HR & Administration 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 (10%)
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 the EA to the Provost/EVP in approving the incoming requests for the President and Provost/EVP attendance to events.
Plan, coordinate, and implement special projects and programs on behalf of the President, including distribution of athletic tickets.
Provide status reports on projects and issues as requested.
Manage special projects or other duties as assigned.
MINIMUM REQUIREMENTS
Bachelor's degree
Five or more years of senior administrative work supporting high level executives, with progressively more responsible experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL 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.
Proven unparalleled ability to maintain confidentiality and managerial discretion.
Must have or quickly gain knowledge and understanding of the policies and procedures of the University, as well as the established precedents.
Excellent analytical and interpersonal skills sufficient to communicate and collaborate with all levels of University employees.
Ability to prioritize work and manage a variety of complex projects simultaneously with accuracy and detail in a complex environment with changing deadlines, priorities and frequent interruptions.
High level interpersonal skills, including tact, good judgment, diplomacy and flexibility.
Exceptional poise under pressure at all times.
Demonstration of excellent written and verbal communication skills.
Exceptional attention to detail and proven ability to manage deadlines and prioritize tasks effectively in high-pressure situations.
Ability to work independently with minimal supervision, maintaining confidentiality and exercising discretion.
Excellent interpersonal and customer service skills, demonstrating tact, equity, and diplomacy.
Commitment to upholding the University's ethical standards and promoting inclusivity and diversity.
Supervisory experience.
Proficient in Microsoft 365 applications, including SharePoint, OneDrive, and Microsoft Teams.
DESIRED QUALIFICATIONS
Preference given to candidates with experience at the University of Washington or in public higher education.
Extensive knowledge of the UW administrative and academic structure, procedures and policies.
Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments 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 log into your "My Jobs" page. If you choose 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
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.