This position leads the Executive Office’s preparation for and execution of Commission public and committee meetings, the tracking and reporting of strategic issues, projects and programs, and Commissioner requests. This increases the ability for the Executive Director (ED), Chief Operating Officer (COO) and Chief of Staff (COS) to focus on highly strategic matters and be more prepared and proactive, as well as quickly respond to Commissioner priorities and requests.
This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed. Essential duties and responsibilities may include, but are not limited to, the following:
Lead Executive Office preparation and execution of Commission public and committee meetings: review Extended Agenda and other documents to identify any potential issues and possible countermeasures. Will evaluate items to recommend date assignments, consent or action; edit documents and PowerPoints for substance; and determine agenda order for and lead Agenda Review meetings. Will select items for Dry Run presentations; lead Executive participation in Commission Look Ahead; draft Executive Director Reports and Script for Commission meetings; and tracking/executing on follow-up tasks from Commissioner meetings.
Lead Executive Office tracking and reporting of strategic issues, projects and programs, including Commissioner requests. Keep “Top Issues Tracker” current through daily communications with Executives, Senior Managers, and Commission staff. Lead execution of Hot Topics weekly packet and edit for substance, determine items appropriate for including/excluding in Strategic Calendar and ensure timely publication. Lead production of Executive Office communications such as Executive Director updates (Metruck Moment), and Executive Leadership Team’s Equity, Diversity and Inclusion Moment. This may include drafting these communications. May act on behalf of the Chief of Staff, as needed.
KNOWLEDGE, SKILLS & ABILITIES:
Thorough knowledge and understanding of challenges and opportunities facing a public agency. Knowledge of Commission (Council) meeting preparation procedures, Executive Director and Commission priorities, programs and projects across all divisions; and business procedures and plans. Working knowledge of community, political and industry issues that impact the Port.
Adept to quickly understanding multiple complex topics and projects; synthesizing complex topics into brief, plain language to assist Executive decision making. Communicate specific tasks and elements of a project to advance completion. Excellent written and verbal communications, analytical, organizational, planning, prioritization and time management skills. Skillful with managing multiple projects at different stages (e.g. Commission meetings preparation). Skilled in tolerating and successfully working through ambiguity, resolve conflicts and manage multiple projects, often with competing priorities under tight deadlines. Strong analytical skills and experience with strategic planning processes and procedures. Advanced negotiation skills and diplomacy in internal and external interactions.
Exceptional ability to build trust with Executive team members, port and Commission Staff. Ability to maintain confidentiality of legal, personnel and financial situations and issues. Work collaboratively with people of differing communication and work styles. Creative and innovative problem solving in a complex, dynamic environment. Ability to anticipate multiple short- and long-term negative and positive impacts of a strategic direction. Ability to persuade and influence others. Ability to constructively coach executives and Port staff through challenging situations, projects and/or relationships.
Combination of education and experience (Two years’ experience equals one year of education) demonstrating knowledge, skills and abilities equivalent to:
- Bachelor’s degree Business, Public Administration, or related field; and
- Two (2) years’ experience in a public or private organization regularly interacting with Senior Executives or Directors by drafting documents, leading meetings and/or proposing recommendations to Senior Leadership.
- Master’s degree Business, Public Administration, or related field; and/or
- Three (3) years’ experience as a senior staff member in a public organization of significant size, interacting regularly with Senior Executives or Directors including drafting documents, leading meetings and/or proposing recommendations.
Will generally work in an office environment. Some local, limited travel may be required to various Port locations and events.
Driver’s License Requirement:
A valid Washington State Driver’s License, or the ability to obtain one, is preferred.
Weekly Standard Hours:
Normal work schedule is Monday through Friday, 8:00 a.m. – 5:00 p.m. (40 hours per week) with occasional evening and weekend events.
The Port of Seattle is an equal opportunity and affirmative action employer that values diverse perspectives and life experiences. We encourages people of all backgrounds to apply, knowing decisions concerning the employment relationship will be made without regard to age, race, ethnicity, color, religion, creed, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, marital status, citizenship status, veteran status, the presence of any physical or mental disability, or any other status or characteristic protected by federal, state, or local law, regulations and ordinances.
AV: The successful candidate must pass a Transportation Security Administration background check. Will also be fingerprinted for a criminal history background check with the FBI. Hire date will be contingent upon obtaining a Port of Seattle ID badge.