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Executive Assistant

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  • Job
    Full-time
    Mid Level
  • People, HR & Administration
  • Seattle

Requirements

  • 4+ years experience as an administrative staff assistant, administrative staff analyst, budget analyst or in a related field, and Bachelor's degree in business or public administration, or other field related to administrative work OR A combination of education and/or training and/or experience that provides an equivalent background required to perform the work of the class.
  • Extensive experience in:
  • Providing administrative support to an elected official, lawyer, or multiple elected officials or lawyers under minimal oversight.
  • Identifying and managing highly sensitive/confidential matters, both internally and externally.
  • Substantial skills in:
  • Using technology to organize work, research details/issues, manage projects with tight deadlines, and solve problems.
  • MS Word, Excel, PowerPoint, Outlook, SharePoint, Webex, and Teams.
  • Writing correspondence and other documents aimed at diverse groups.
  • Building respectful and collaborative relationships with people at all levels of an organization.
  • The ability to:
  • Think critically, creatively, and strategically under the pressure of tight deadlines.
  • Provide guidance to executives in an environment of change.
  • Assist executives in decision-making and strategic planning.
  • Flourish in a demanding work environment.
  • Bring a positive energy and professionalism into all interactions with a diverse workforce, executives, attorneys, and external agencies.
  • Understand and interpret laws, policies, and procedures.

Responsibilities

  • Manages the overall administrative functions for Judicial Chambers.
  • Works closely with Chief Clerk and Judicial Assistant on daily judicial courtroom assignments.
  • Supports seven elected Judges, five appointed Magistrates and numerous on-call pro tempore Magistrate/Judges:
  • Maintain judicial calendars, prepare correspondence, and create presentations. Prioritize requests, ensuring time is spent efficiently and cost-effectively.
  • Serve as liaison between Judges and the Executive Leadership Team and representing Judicial Chambers to the other service areas of the court.
  • Maintains judicial policies and procedures.
  • Identify issues, conduct research, and develop solutions, options, and alternatives for a variety of sensitive, confidential, or complex administrative, and managerial operational problems at the direction or on behalf of the Presiding Judge.
  • Responsible for the payment of invoices, annual dues, and membership fees.
  • Serve as Court’s liaison with the recruitment and onboarding of pro tempore magistrate/judges.
  • Drafts agendas, prepares materials, conducts research, takes meeting minutes, and follows up on action items for multiple committees, workgroups, and key meetings.
  • Interacts both internally and externally (customers, vendors, elected, executive leadership throughout the City, peer team members, etc.) in a diplomatic and professional manner.
  • Monitors and tracks key action items and ensure follow-up.
  • Assists with organizing employee events and department all-staff meetings.
  • Supervises the judicial assistant (training, timekeeping, coaching, and monitoring performance standards).
  • Manages sections of the Courts inweb using SharePoint (developing lists, libraries, databases, and other site components).
  • Coordinates travel for the Judges (travel itineraries, conference registration, booking flights, making hotel reservations, arranging taxis, and reconciling expense reports).

FAQs

What is the primary role of the Executive Assistant at the Seattle Municipal Court?

The Executive Assistant provides high-level administrative support and coordinates projects on behalf of seven elected Judges, ensuring efficient management of their calendars, correspondence, and other essential tasks.

What qualifications are required for this position?

Candidates must have 4+ years of experience in a related administrative role and a Bachelor's degree in business, public administration, or a related field, or a combination of education and experience that meets the requirements.

Is experience with Microsoft Office necessary for this job?

Yes, substantial skills in MS Word, Excel, PowerPoint, and Outlook, along with SharePoint, Webex, and Teams, are essential for this role.

What are the expected working hours for the Executive Assistant position?

This is a full-time position, working 40 hours per week, with occasional after-hours and weekend work needed to respond to urgent Court matters.

How is the salary determined for this position?

The salary is part of a 5-Step Compensation program, with a full range from $52.20 (Step 1) to $60.83 (Step 5). The expected starting salary is $52.20 (Step 1) to ensure internal equity.

Will there be opportunities for training or onboarding for the Executive Assistant?

Yes, the Executive Assistant will supervise the judicial assistant and may be involved in their training, timekeeping, coaching, and performance monitoring.

What additional benefits does the City of Seattle offer?

The benefits package includes vacation, holiday, and sick leave, as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents.

Is knowledge of legal practices important in this role?

Yes, the ability to understand and interpret laws, policies, and procedures is essential for successfully assisting the Judges and court operations.

Are applicants required to submit any specific documentation during the hiring process?

Yes, applicants must submit a completed NEOGOV online application, a cover letter, a resume, and a written exercise responding to two specified questions.

What is the role of the Executive Assistant in fostering a respectful workplace?

The Executive Assistant is expected to build collaborative relationships with staff and ensure professional interactions across all levels of the organization, promoting a diverse and inclusive workplace.

Government
Industry
10,001+
Employees

Mission & Purpose

As a city, Seattle is known as a progressive leader in technology, innovation, and the environment. As an employer, the City of Seattle is leading local government in environmental stewardship, green building, and social justice, making our City what it is today and shaping our future. Our employees play an important role in making this possible. You might be surprised by the variety and range of opportunities that are available at the City of Seattle. We have more than 1,100 job titles in more than 30 different departments, from the Office of Immigrant and Refugees Affairs or the Office of Arts & Culture to the Public Utilities and Department of Transportation. Our positions range from seasonal work at the City’s parks and recreation facilities to skilled trade workers, accounting, communications and information technology professionals, and middle and senior-level management. Whatever your line of work, we hope you consider the City of Seattle in your job search. We likely have the opportunity for you! Be a part of the team that helps run our great city by joining the more than 12,000 employees working for the greater good by providing programs and services to Seattle’s people and businesses.

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