Executive Assistant to VP Admin Services & Chief Financial Officer

Olympic College; Bremerton (WA); Sur place; USD 85 000 - 95 000; Plein temps

Avantages offerts par ce poste

Medical/vision/dental

Retirement plan (TIAA)

Paid holidays

Tuition waiver

Employee Assistance Program (EAP)

Résumé du poste

Olympic College seeks an Executive Assistant to the VP Admin Services and CFO. This role provides high-level administrative support to the VPAS and CFO, coordinating calendars, communications, travel, meetings, and budget-related tasks within the Administrative Services Office.

The ideal candidate excels in organization, attention to detail, and discretion, handling multiple tasks professionally and ensuring operational efficiency across the Operations, Budget, and Finance departments.

Qualifications

• Bachelor's degree or higher preferred in a relevant field.
• Strong administrative, project management, and coordination skills required.

Responsabilités

• Manage and prioritize VPAS/CFO calendar, coordinate schedules across time zones.
• Triage emails and calls; draft routine communications for VPAS/CFO.
• Coordinate communications between VPAS/CFO and departments, partners, stakeholders.
• Prepare meeting materials, agendas, and minutes; track follow-ups and deadlines.
• Arrange travel logistics and support executive events and institutional activities.
• Process expense reports and assist with basic budgeting for supported areas.

Connaissances

Calendar management

Executive communication

Discretion & confidentiality

Multi-tasking

Project coordination

Formation

Bachelor's degree (preferred)

Outils

SharePoint

Microsoft Office

Description du poste

Executive Assistant to VP Admin Services and Chief Financial Officer

Department: Administrative Services

Salary: $85,000 - $95,000* annually

Classification: Administrative/Exempt

Reports to: VP Admin Services & CFO

Priority consideration to those who apply by November 13, 2026

The Admin Services Office at Olympic College is currently recruiting for an Executive Assistant to the Vice President of Administrative Services (VPAS) and Chief Financial Officer (CFO). This position plays a crucial role in providing administrative support, representing the supported VPAS in various capacities, and contributing to the efficient operation of the Operations, Budget, and Finance departments. The ideal candidate will possess strong organizational skills, exceptional attention to detail, and the ability to handle multiple tasks with discretion and professionalism.

Executive Calendar and Communications

• Curate and prioritize the daily calendar, appointments, and meetings, resolving scheduling conflicts, coordinating time zone changes, and aligning commitments with institutional priorities.
• Monitor and triage incoming emails, phone calls, and correspondence; draft routine communications and serve as a primary triage point for VPAS/CFO.
• Coordinate communication between the VPAS/CFO and college departments, external partners, and other stakeholders.
• Serve as primary point of contact and bridge between the executive and internal teams, board members, investors, and external partners.
• Manage and update the Admin Services newsletter and SharePoint site.

Meeting, Travel, and Event Coordination

• Coordinate meetings, prepare agendas and meeting materials, organize presentations, record minutes as needed, and track follow-up items and deadlines.
• Arrange travel logistics, including transportation, lodging, itineraries, and related documentation.
• Coordinate executive events, retreats, conferences, and institutional activities, including scheduling, logistics, and materials preparation.
• Conduct occasional local errands and deliver materials to support departmental needs.

Financial and Office Administration

• Process expense reports, purchasing card reconciliation, travel reimbursements, and basic budget tracking for supported areas.
• Coordinate office operations, supplies, vendor communications, and administrative processes in accordance with college policies and procedures.
• Maintain accurate administrative records and support the efficient operation of the areas and other VPAS/CFO-supported areas. Including tracking and producing the annual budget book.
• Prepares agendas, compiles meeting packets/presentations, records minutes, and tracks action items.

Strategic Initiatives and Project Management

• Assist the VPAS/CFO with institutional and departmental goals, strategic initiatives, special projects, and planning efforts.
• Conduct research, compile data, prepare reports and briefing materials, and track project milestones, deadlines, and deliverables.
• Support the development, review, and implementation of policies, procedures, and administrative practices.

Executive Representation and Administrative Decision-Making

• Represent the VPAS/CFO at designated meetings, conferences, and events as authorized, communicating established positions, decisions, and directives.
• Exercise delegated authority and make routine administrative decisions within established parameters, referring matters requiring executive judgment to the VPAS/CFO.
• Collaborate with college departments to support compliance with institutional policies, procedures, and applicable regulations.

Confidentiality and Stakeholder Relations

• Maintain confidentiality and exercise sound judgment when handling sensitive financial, personnel, institutional, and executive information.
• Foster positive working relationships with internal and external stakeholders to facilitate communication, collaboration, and timely resolution of administrative matters.
• Provide additional administrative support to the VPAS/CFO and supported areas as needed.

Minimum Qualifications

• A bachelor's degree or higher in a relevant field such as business administration, accounting, public administration, organizational leadership, or a related area is preferred but not required.
• Experience demonstrating advanced administrative, project management, and accounting or operational coordination skills will also be considered.

Preferred Qualifications

• Experience managing or coordinating administrative tasks and projects, preferably in a cross-functional or organizational leadership environment.
• Strong written and verbal communication skills are essential, along with a demonstrated ability to manage sensitive information with discretion and professionalism.
• Competencies required for success in this role include organizational skills, attention to detail, problem-solving abilities, and the capacity to build and maintain collaborative relationships across diverse groups.
• Familiarity with project management tools, report preparation, and data coordination is highly desirable.

Terms of Employment

Please note that we are unable to sponsor visas for this position. Only candidates who are currently authorized to work in the United States will be considered.

This is a full-time exempt position scheduled to work Monday through Friday. The salary for this position is $85,000 - $95,000* annually, which includes a generous benefits package that includes the following.

• Medical/vision, dental, long-term disability, life insurance, and accidental dismemberment, Flexible Spending Arrangement, Dependent Care Assistance Program, Wellness Programs, SBRP retirement plan administered by TIAA, Deferred Compensation Program (DRS) retirement savings plan; TIAA supplemental retirement savings plan, 11 paid holidays, leave – vacation/sick/personal holiday, Aflac, auto/home insurance, space-available tuition waiver, Employee Assistance Program (EAP), fitness center, reduced rate and priority consideration for on-site childcare based on space availability.

For more information regarding benefits, please visit our website here.

Conditions of Employment

• Prior to hiring, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. In addition to the background check, candidates will be required to complete the Sexual Misconduct Disclosure Form as required for WB HB 2327.
• The employee must reside in Washington State and within a reasonable distance of the campus to respond to workplace reporting requirements at the time of hiring. Frequent travel to Olympic College campuses or other sites may occur.

EEO Statement

Olympic College values equity and is an Equal Opportunity Employer and Educator. Olympic College provides equal opportunity in education and employment and does not discriminate based on race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Prohibited sex discrimination includes sexual harassment, including but not limited to unwelcome sexual conduc t. Provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following persons have been designated to handle inquiries regarding non-discrimination policies: Elizabeth Mohney, Title VII and Title IX, building 5, room 5 38, 360-47 3- 2848. Olympic College is a smoke-free/ drug-free environment. This recruitment announcement does not reflect the entire job description and can be changed or modified without notice.

Olympic College

Human Resources

1600 Chester Ave Bldg. 5 – 5th Floor

Bremerton, WA 98337