Executive Assistant to Chief Operations Officer and Chief Financial Officer

Executive Assistant to Chief Operations Officer and Chief Financial Officer

Department:
Chief Operations Officer's Office

Salary: $73,752 - $81,127 annually

Classification:
Administrative/Exempt

Reports to:

COO, CFO and Director of Operations Business Office

The Chief Operations Officer's Office at Olympic College is currently recruiting for an Executive Assistant to the Chief Operations Officer and Chief Financial Officer. This position plays a crucial role in providing administrative support, representing the supported Chief Officers in various capacities, and contributes to the efficient operation of the Operations, Budget, and Finance departments. The ideal candidate will possess strong organizational skills, exceptional attention to detail, and the ability to handle multiple tasks with discretion and professionalism.

Administrative Support

• Manage the supported Chief Officer’s calendar, appointments, and meetings, ensuring effective time management and coordination.

• Prepare and organize materials for meetings, presentations, and reports with accuracy and attention to detail.

• Manage Executive Team meetings creating agendas, assisting in meeting facilitation, task tracking, and calendar management.

• Handle correspondence, emails, and phone calls on behalf of the supported Chief Officers in a professional and timely manner.

• Handle campus communication on behalf of Executive Team, serving as the primary point of contact for the internal communication site and updates.

• Assist in the implementation of institutional and department specific goals and strategic initiatives.

• Assist with travel arrangements as required.

• Maintain confidentiality, discretion, and professionalism when handling sensitive financial or personnel information.

Representational Duties

• Coordinate communication between the supported Chief Officers and other college departments.

• Occasionally represent the supported Chief Officer in meetings, conferences, and other events, conveying their views and decisions with clarity and professionalism.

• Act with delegated authority in specific situations, making decisions and communicating directives aligned with the supported Chief Officers objectives.

• Collaborate with supported area team members to ensure compliance with organizational policies and procedures.

• Foster positive relationships with internal and external stakeholders, facilitating effective communication and collaboration.

Additional Support

• Support the supported Chief Officers in special projects, initiatives, and strategic planning efforts to achieve departmental goals.

• Support the supported Chief Officers in the development of policies and procedures.

• Conduct research, compile data, and prepare reports to facilitate decision-making processes.

• Provide other administrative support to the Operational Support office and other Chief Officers as requested.

Minimum Qualifications

• Bachelor's degree in a relevant field such as business administration, accounting, public administration, organizational leadership, or a related area is preferred but not required.

• Experience demonstrating advanced administrative, project management, and accounting or operational coordination skills will also be considered.

Preferred Qualifications

• Experience managing or coordinating administrative tasks and projects, preferably in a cross-functional or organizational leadership environment.

• Strong written and verbal communication skills are essential, along with a demonstrated ability to manage sensitive information with discretion and professionalism.

• Competencies required for success in this role include organizational skills, attention to detail, problem-solving abilities, and the capacity to build and maintain collaborative relationships across diverse groups.

• Familiarity with project management tools, report preparation, and data coordination is highly desirable.

Terms of Employment

We are unable to sponsor visas for this position. Only candidates who are currently authorized to work in the United States will be considered.

This is a full-time exempt position scheduled to work Monday through Friday. The salary for this position is…