Senior Administrative Assistant – Rental Cars at Port of Seattle

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Full Time

Start Date

Immediate

Expiry Date

06 Feb, 26

Salary

0.0

Posted On

08 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Calendar Management, Travel Arrangements, Budget Management, Onboarding, Effective Communication, Organization, Collaboration, Attention to Detail

Industry

Government Administration

Description

As a Senior Administrative Assistant, you will perform complex administrative support functions for the Rental Cars department. You will serve as a point of contact for incoming communications and define administrative processes and systems for the department. You will provide complex calendar management by scheduling meetings for division, department, program, or staff including external agencies, officials, or stakeholders. You will manage and implement department-wide events and coordinate complex travel arrangements that include international or multi-destination travel and process-related expense claims/reports. You will serve as a department corporate purchase card (P-Card) user and approver, ensuring appropriate use and documentation, reviewing and approving transactions, validating reconciliation process, and other requirements. You will provide complex contracting support by preparing draft documents, ensuring conformance with current Central Procurement Office (CPO) policies, submitting purchase requisitions, preparing invoices for payment, and tracking and monitoring contract status. You will perform complex budget responsibilities and research and report on budget variances. You will oversee the time administration process and approve time processed by department time administrator. You will oversee the onboarding and offboarding of personnel and serve as the authorized signer for badging for the department. Experienced – You have four (4) years of experience providing administrative support to department leader(s) or team(s), including calendaring, travel arrangements, purchasing, budget management, and/or onboarding of new employees. Desired – We hope you have an Associate’s Degree in Business Administration or Accounting. Committed to Equity – You will apply equity and exemplify shared values, behaviors, and practices in all aspects of the work. At the Port of Seattle, equity is a daily responsibility and a foundational expectation for all Port employees. Effective Communicator – You have effective verbal, written, and active listening communication skills. You can write concise, organized, and clear communications to internal and external customers. Organized – You are well organized and have great time management skills. You prioritize and balance various assignments and responsibilities as needed. Collaborator – You are someone who can work with diverse internal and external stakeholders at various levels of the organization to build relationships while providing excellent guidance and customer service. Detail Oriented – You have a strong attention to detail and a demonstrated ability to work independently and take initiative while contributing to a team environment.

Responsibilities

The Senior Administrative Assistant will perform complex administrative support functions for the Rental Cars department, serving as a point of contact for incoming communications and defining administrative processes. Responsibilities include managing calendar schedules, coordinating travel arrangements, overseeing budget responsibilities, and supporting contracting processes.