Department: Executive

FLSA Status:  Exempt

Schedule:  Monday through Friday, 8:30-5:00.  Additional hours as needed.

Reports to: Executive Director

Salary: $37,000 to 73,000 per year DOE

Prepared/Revised Date: May 4, 2022

Submit resume and cover letter to:

david@stateofWAtourism.com

Position Description

Provides confidential executive level administrative support for the Executive Director and senior level executives. Handles a wide range of administrative and executive support related tasks with a high level of interpersonal skills to handle sensitive and confidential situations. Responsible for overall administration and support related to the State of Washington Tourism (SWT) virtual office and physical facilities, as needed.

Essential Functions

Essential functions include the following. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Meetings and Scheduling Coordination:

  • Meeting Planning – coordinates dates and availabilities for meetings, provide meeting notices and information packets, coordinate venues/meals/refreshments, record and distribute minutes
  • Acts as secretary for the SWT board of directors, scheduling and running virtual and in person meetings, maintaining and distributing meeting minutes
  • Maintains appointment schedule for Executive Director and senior staff and meeting requests both internally and externally
  • Assists in planning and execution of meetings and events
  • Ensures that the Executive Director and senior level executives have all necessary information and materials for meetings, speaking engagements, travel, and events
  • Coordinates attendance of key events and functions, including but not limited to the Board of Directors, committees and various industry functions

Administrative Assistance:

  • Provides administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the behalf the Executive Director or senior staff. Drafts, edits and formats documents, handbooks, policies, memos of understanding and requests for proposal as needed
  • Researches and reports on industry and related issues as needed
  • Executes special projects as assigned by the Executive Director and Board of Directors.

Office Management:

  • Organizes and manages SWT office, facilities and file systems, records and other documents, including virtual and hard copy files and systems. Maintains regular updates of shared office files. Organizes essential electronic and hard copy files according to staff needs and ease; ensures that all needed files are present and are continually updated throughout the year.

Finance, Budget and Invoicing Support:

  • Assists senior staff in administration and reporting of financial data, invoicing, financial matching and reporting requirements, as needed.

Human Resources Support:

  • Assists Executive Director with confidential filings, policy management and upates, HR operation and compliance.

Membership:

  • Maintains and manage member databases, including complete member history and updating contact info
  • Communicates with members via email and phone

Event Management and Coordination

  • As assigned, manages/coordinates organizational events such as state tourism conferences; works independently or as a team member.

Performs other duties as assigned.

Required Skills and Qualifications

  • Strong organizational and time management skills. Ability to handle multiple tasks and projects simultaneously. Strong attention to detail
  • Initiative. Ability to exercise initiative, judgment, diplomacy and maintain confidentiality in a wide variety of internal and public situations
  • Language Skills and Communication Skills. Excellent interpersonal, writing and communications skills. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
  • Mathematical Skills. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs
  • Reasoning Ability. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
  • Physical Demands. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk
  • Computer Skills. Proficiency in Word, Excel, and Outlook. Proficiency in Quick Books or other required financial programs
  • Education and/or Experience. Two or four-year degree in business or related field, 5-10 years of related experience, or a combination of relevant education and experience may be substituted for the requirements
  • Certificates, Licenses, or Registrations. Valid driver’s license and a clear driving record
  • Supervisory Responsibilities. No supervisory responsibilities

Core Competencies 

Strategic Orientation. Ability to understand, align and apply organizational and industry visions and related implementation, to construct appropriate and effective strategic plans and thinking, effectively conveying and leading stakeholders.

Flexibility. Ability to work and thrive in a dynamic “start-up” environment; must be a self-starter and have an open mindset to embrace organizational development change while exercising flexibility, teamwork and a degree of ambiguity and shared responsibilities. 

Results Orientation. Commitment to stated goals and objectives. Elevates work and service standards in and outside the organization, striving for improvement. Regularly reports and interprets results for internal and external stakeholders. Identifies what needs to be done and do it before being asked or before the situation requires it. Does more than what is normally required in a situation, routinely going above and beyond.

Accountability. Takes responsibility for all work activities and personal actions. Follows through on commitments and  implements assignments and agreed upon work. Maintains confidentiality with sensitive information. Learn from mistakes, recognizes the impact of one’s behavior and actions and makes concerted effort to improve.

Thoroughness. Monitors and ensures own work and the work of team mates to ensure that completion and accuracy. Carefully verifies information and facts and prepares thoughtfully for meetings and presentations. Follows up with others to ensure that agreements and commitments have been fulfilled.

Fosters Teamwork. Possess the ability and desire to work cooperatively with others on a team, demonstrating interest, skill and success in getting groups to learn to work together. Listens and respond constructively and politely to other team members. Offers support for others’ ideas and is open to the concerns of team members.