EXECUTIVE ASSISTANT TO THE VP FOR COMMUNICATIONS AND CHIEF MARKETING OFFICER
University of Washington
Seattle, WA
Full-time
Advertising / Marketing / Public Relations
Posted on September 1, 2019
| Req #: | 169343 |
| Department: | UNIVERSITY MARKETING & COMMUNICATIONS |
| Posting Date: | 07/02/2019 |
| Closing Info: | Open Until Filled |
| Salary: | Salary is commensurate with experience and education |
| Shift: | First Shift |
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.
University Marketing & Communications has an outstanding opportunity for an Executive Assistant to the VP for Communications and Chief Marketing Officer
POSITION PURPOSE
The Executive Assistant to the VP for Communications and Chief Marketing Officer(CMO) provides direct executive administrative support and advanced project management and analysis. This position supports the CMO in all aspects of the University’s advancement efforts. The Executive Assistant interfaces with key volunteer/campaign leadership; campus leadership; UW Administrators; Advancement units, including Chief Marketing and Communication Officers for schools, colleges, and campuses; Deans; capital campaign planning staff; Advancement Services staff; high level advisory committees and other campus offices.
This position also manages University Marketing and Communications (UMAC) administrative efforts, and ensures administrative alignment and coordination between UMAC’s senior leadership team.
DUTIES AND RESPONSIBLITIES
Relationship Management
The Executive Assistant interfaces with key Advancement leadership, key campus leadership, and UMAC leadership and team members. The incumbent builds trust-based relationships with leadership and executive assistants throughout the university. The EA communicates with a broad variety of constituents: Regents, UW Administrators, Advancement staff, Deans and Directors, donors, and other UW audiences, with diplomacy and confidentiality. Disseminates information to the staffs of the President, Provost, Executive Vice President, other vice presidents, deans, and Advancement colleagues.
The EA advises the CMO on matters of importance to the office, including meeting prioritization and materials drafted for the CMO, and makes recommendations for action. Represents the CMO at meetings as necessary and creates and assembles documentation to facilitate decisions by the CMO and other Advancement and University staff. Protects confidential and sensitive information as needed.
Answers substantive questions and provides information to the staff or executive officers and volunteer leaders including Regents, President, Vice Presidents, Deans, Chief Advancement and Marketing and Communication Officers, and others regarding various Advancement and University initiatives.
Office Coordination
Directs office coverage and team collaboration with all administrative assistants based in the University Marketing and Communications Office. Oversees work productivity and staff performance in conjunction with UMAC leadership, codified by dotted line supervisory relationships to other UMAC executive assistants.
Coordinates physical logistics for CMO meetings, presentations, projects, training seminars/retreats, special events. Coordinates and supports all aspects of a variety of meetings in which CMO participates. Responsible for all onsite events management logistics, set-up and break-down and any onsite problem resolution. May be required to stay on-site throughout assigned events to assist in any duties necessary.
Establishes work priorities and coordinates them to meet deadlines to ensure an efficient workflow throughout the department.
Ensures timely administrative support and meeting coordination to the University Marketing and Communications team whose members report directly to the CMO and assists as necessary. Prepares agendas, provides meeting materials, arranges meeting logistics, tracks action items, prepares minutes and brings outstanding issues to the CMO’s attention, as requested.
Coordinates day-to-day activities to ensure effective schedule management. Ensures CMO is fully briefed on agenda items and receives all required materials. Researches and prepares all necessary briefing documents for the CMO’s office. Anticipates the needs of the CMO.
Administration
Manages complex and issue-sensitive schedules, including evaluating the need to reschedule, postpone or relocate meetings, based on changing priorities and emerging issues. Manages all necessary logistics for meeting management. Books all travel arrangements on behalf of the CMO.
Independently screens and prioritizes all meeting requests. Highlights, investigates and summarizes key information for review. Responds to all meeting inquiries in a timely, personable, accurate, and efficient manner. Skillfully refers internal and external inquiries, comments and/or complaints to the appropriate area.
Greets visitors, answers incoming phone calls and responds to general email inquiries. Independently composes and distributes general correspondence.
Acting on the CMO’s behalf, independently responds to callers. Responds substantively to questions regarding decision-making processes, policies and procedures for University Advancement. Refers inquiries to other campus-wide staff as appropriate.
Manages special projects as requested by the CMO.
Acts as the CMO’s representative as needed, provides information and reports conclusions to key colleagues.
Other duties as assigned
Key Competencies
Core
Effective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc.
Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results.
Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization.
Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience.
Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures. Acts consistently with Washington State ethical guidelines and organizational core values and beliefs.
Valuing Diversity & Inclusiveness: Respects, values and contributes to the UW’s commitment to inclusiveness and diversity.
Functional Expertise
Dealing with Ambiguity: Ability to effectively manage and navigate change quickly and appropriately while being able to act without have the total picture. Comfortable in handling risk and uncertainty.
Organizational Acumen: Able to size up a situation, balance reason and the interest of others, and act in a decisive, timely and appropriate manner that is congruent with the organization's values, goals and mission to achieve success.
Planning & Implementing: Ability to develop strategies, measures for success and feasible timelines for successful project implementation and execution.
Managing Conflict: Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests.
REQUIREMENTS
Bachelor's degree and three years of experience providing administrative support to executive leadership or related field. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree.
Proven ability to work with high-level volunteers and community advisory committees.
Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc.
DESIRED QUALIFICATIONS
Knowledge of the integrated advancement model. Knowledge of alumni relations/development/advancement principles.
Knowledge of UW Advancement policies and procedures, including use of the development database software ADVANCE.
CONDITIONS OF EMPLOYMENT
Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions.
Ability to work evening and weekend hours, as necessary, on short or limited notice.
Must have regular and reliable transportation for local travel and willing to travel when necessary.
Frequent local travel expected.
Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.
During Events (from setup to tear down) or on Event days:
o Ability to stand 4 or more hours continuously.
o Ability to walk 4 or more hours continuously.
o Ability Standing: duration of 4+ hours for events
o Ability to work greater than a 10 hour day
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
BENEFITS
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Application Process:
The application process for UW positions 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 Workforce 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 access your “My Jobs” page. If you select 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 a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.
