Administrative Assistant

Port of Seattle; Seattle (WA); Hybrid; USD 74,000 - 100,000; Full time

Benefits offered by this job

Healthcare

Paid Vacation

Paid Sick Leave

Pension/Retirement Plans

Hybrid work arrangements

Tuition reimbursement

Job summary

The Port of Seattle is seeking an Administrative Assistant to perform moderately difficult administrative support, including calendar management, travel arrangements, purchasing, and onboarding. The role requires proficiency in MS Office and Port software, with strong attention to policy interpretation and vendor coordination.

The position involves hybrid/in-office work, at least three days in the office per week, and duties spanning event logistics, timekeeping, and onboarding/offboarding of

Qualifications

• Two years of experience providing administrative support to department leaders or teams, including calendaring, travel arrangements, purchasing, budgeting, and onboarding.

Responsibilities

• Provide administrative support including intermediate use of Port software and MS Office; interpret policies and procedures; manage internal and external resources.
• Manage department calendar and scheduling for meetings with internal and external stakeholders.
• Support department-wide events logistics: catering, travel coordination, staff meetings.
• Recommend improvements to administrative processes and systems.
• Serve as primary Corporate/P-Card user to purchase for routine and non-routine items, receive goods, reconcile receipts and invoices, and interact with vendors.
• Act as time administrator for non-represented employees, resolve timecard discrepancies, verify time entries.
• Support onboarding and offboarding of personnel per Port policies.

Skills

Calendar management

Microsoft Office

SharePoint

Outlook

Policy interpretation

Resource management

Job description

Some of what you'll be doing:

As an Administrative Assistant, you will perform moderately difficult to complex administrative support functions.

• You will provide administrative support functions requiring intermediate level use of Port software solutions, Microsoft Office Suite Product (such as SharePoint, Outlook, etc.) interpretation of established policies and procedures, and management of both internal and external resources.




• You will provide general calendar management by scheduling meetings on behalf of the department and external stakeholders as needed.




• You will support logistics for department-wide events including arranging catering services, tracking and coordinating staff travel, and assist with bi-weekly staff meetings.




• You will provide recommendations for department administrative processes and systems improvements.




• You will serve as the primary Corporate\\Purchase Card (P-Card) user to purchase for both routine and non-routine items (e.g., training, conferences), ensure goods and services are received, coordinate returns, when necessary, reconcile receipts and invoices in a timely manner, and interact with vendors to resolve discrepancies.




• You will serve as department’s time administrator for non-represented employees ensuring accurate and timely processing per Port guidelines, resolving timecard discrepancies, and verifying time entry with employees or supervisors as required.




• You will support/oversee the onboarding and offboarding of personnel per Port policies.

Who you are:

• Experienced – You have two (2) 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 experience providing administrative support for a public agency.




• 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.




• Proficient – You have advanced knowledge of general office practices and procedures, along with intermediate knowledge of accounting principles and procedures. You are also familiar with conflict resolution and have a basic understanding of project management techniques.




• Efficient Communicator – You possess effective verbal, written, and active listening communication skills and can write concise, organized, and clear communications to internal and external customers. You also have customer service skills, exercising discretion, patience, and professionalism.




• Time-Management – You have strong time management and organizational skills including the ability to prioritize work and consistently meet deadlines.




• Critical-Thinker & Problem-Solver - You can analyze information, evaluate options, and develop solutions that support effective decision making and will solve problems of varying complexity.




• Technically Skilled – You possess intermediate knowledge of Microsoft Office Suite applications including the ability to create complex presentations, documents, and correspondence.

What else you need to know:

• Work Schedule – Your normal work schedule will be Monday – Friday, 8:00 a.m. to 5:00 p.m. (40 hours per week).




• Work Environment - This work will take place in a hybrid/in-office setting at Management’s discretion, with the expectation of at least three (3) days in the office per week.




• Washington State Residency Requirement – Employees must establish a residence in Washington state within 30 days of their first day of employment and must maintain a residence in Washington State during their employment with the Port of Seattle. If a position is eligible to telework, work performed while teleworking must be performed in Washington State.




• Overtime Eligible – You are eligible for overtime pay in this role.

Why you'll love it here:

The Port of Seattle offers an extensive benefits package that rewards our staff for their valuable contributions towards the Port‘s mission. In addition to the summary below, benefit details for non-represented positions can be found on the Port of Seattle‘s website. If the position is represented by a union, please refer to the “ Collective Bargaining Agreement ” or contact the appropriate Union Representative for specific information related to benefits and eligibility.

• Healthcare – Medical, Dental, and Vision Care with options that work for you and your family.




• Paid Vacation – Just about four weeks per year that increases with tenure to rest and rejuvenate.




• Paid Sick Leave – At least one hour of sick leave for every 40 hours worked.




• Holidays – More than ten days per year to celebrate with family and friends away from work.




• Pension/Retirement Plans – A pension and additional savings plans to prepare for your future after the Port.




• Getting to Work – From subsidized parking and a low-cost public transit card to alternative work arrangements giving you an opportunity to work hybrid.




• Parental Leave – Six weeks of paid leave to spend with new additions to your immediate family.




• Development – From tuition reimbursement, training, stretch assignments and internal internships, we support a learning culture.




• Equity, Diversity, and Inclusion – The Port of Seattle values diversity as a source of innovation and strength. We are actively working across the organization to create a culture where all employees – regardless of race, gender, and other identities – succeed and reach their fullest potential.




• Work-Life Balance – We provide the resources to help you create habits to be healthy and balanced.




• Mission Driven – We are focused together in promoting economic opportunities and quality of life in the region by advancing trade, travel, commerce, and job creation in an equitable, accountable, and environmentally responsible manner.

Why the Port of Seattle:

Every role at the Port of Seattle is vital to our thriving community. We are a leader in moving people and cargo across the country and around the world. With facilities and property ranging in scope from a half-acre park to one of the largest airports and container terminals on the West Coast, we maximize the public assets in our portfolio with an eye toward best uses and environmental sustainability. Find out more here .

Our vision is to create a Port that mirrors – throughout its breadth of operations and services and within its leadership – the diversity of our communities, instill principles of equity into its culture, and ensures a fair and intentional distribution of opportunities to expand economic development and quality of life for all in our region. Find out more about how our values RAISE us up and our commitment to equity .

Location: Downtown Seattle

Organization: Maritime Env & Sustainability

Employee Status: Regular

Schedule: Full-time

Posting Expires: Oct 19, 2026, 2:59:00 AM

Minimum Salary: 35.36

Midpoint Salary: 47.84

Req ID: 004345

The Port of Seattle is an equal opportunity employer that values diverse perspectives and life experiences. We encourage 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. To help comply with all state and federal requirements, we appreciate you voluntarily answering the questions below. The information on this form will be kept confidential. Click https://www.portseattle.org/page/ethnicity-definitions for definitions and descriptions of the categories referenced below regarding Ethnicity and Race. Click https://www.portseattle.org/page/vevraa-information for information and definitions of the categories referenced below regarding Protected Veterans status.