Salary: $73,308.00 - $86,244.00 Annually Location : Tacoma, WA Job Type: Regular/Full-time Remote Employment: Flexible/Hybrid Job Number: 705 Department: Executive Administration Opening Date: 07/18/2025 FLSA: Non-Exempt Bargaining Unit: NON Anticipated Starting Salary: between $73,308-$86,244 depending on qualifications. Job SummaryAnticipated hiring range is between $73,308-$86,244 depending on qualifications. The Executive Specialist provides highly complex and confidential support to the Sr. Executive Assistant and Executive Office. This position interfaces with CEO, Commissioners and other high level internal/external contacts requiring considerable discretion and initiative. Will provide backup support to Sr. Executive Assistant. This position is accountable for helping to ensure an effective, strategically focused, and publicly credible Executive Office. Primary Functions
- Provides support to the Executive Office including managing calendars, scheduling appointments, shifting priorities, negotiating schedules and compiling related briefing information and materials. Acts as first point of contact for the Executive Office and determines urgency and takes appropriate actions when necessary; screens mail and correspondence and responds accordingly. Acts as first point of contact for CEO and Deputy CEO seeking technical assistance via phone, e-mail, and in-person, escalating when appropriate.
- Event Management - Coordinates and provides logistical support for on-site and/or off-site meetings. Interfaces with customers and internal and external stakeholders as necessary to accomplish team objectives.
- In collaboration with the Sr. Executive Assistant, coordinates travel for CEO, Deputy CEO and Managing Members (international and domestic), including air, hotel and ground transportation and conference registrations; processes travel expense reports, and ensures all passport and visas are current and kept up to date. Provides yearly travel reports for Executive and Managing Member travel to be distributed at the beginning of each year. Tracks commissioner engagements, yearly.
- Reconciles expenses and submits receipts for the CEO, Deputy CEO and Sr. Executive Assistant in accordance with NWSA policies.
- Prepares mailing of weekly staff briefings to the Managing Members, including coordinating with staff to gather required materials and information.
- Provides backup support to the CEO, Deputy CEO and Managing Members and coordinates with Sr. Executive Assistant to ensure proper coverage to meet the needs of the Executive Office, Managing Members, and the NWSA.
Required Education & Experience Associate degree with college courses in business administration or a related field is required. An additional two (2) years of relevant experience may substitute for an associate degree. A minimum of three (3) years professional level administrative experience, including experience in using personal computers, to include Windows, MS Office Suite, including Excel, PowerPoint, Outlook, Access, and SharePoint, is required. Must possess a professional demeanor both verbally and in appearance. Additional Requirements Must be able to work with tight deadlines, multi-task and be flexible in a fast-paced environment. Must demonstrate ability to exercise discretion and maintain confidentiality at all times. Must be professional and possess excellent relationship building, interpersonal, and public relations skills. Must be proficient with computer software programs including Microsoft Outlook, Word, Excel and PowerPoint. Must be skilled in coordinating travel both domestic and international. The incumbent must be highly professional, possess excellent verbal and written communications skills, detail oriented, and be a team player with a strong work ethic. This individual must demonstrate a caring customer service attitude, a strong commitment to operational excellence, and dedication to the organization's core values: Integrity & Transparency; Excellence; Adaptability; Stewardship; Teamwork & Partnerships; and Health & Safety. NWSA seeks candidates who will embrace and model these values both internally and externally, and who understand what it means to carry out these values in their everyday work. We value individuals who also bring an impeccable work ethic, honesty, and integrity, and who consistently exhibit enthusiasm, energy, and a drive to succeed. In accordance with the Immigration Control and Reform Act of 1986, all persons offered employment must provide acceptable proof of identity and authorization to work in the United States. Proof will be required prior to employment. The successful candidate must possess (or obtain within 30 days of employment) a valid driver's license. Candidate must be able to successfully complete a background investigation. Candidate must also be able to obtain/maintain a Transportation Worker Identification Credential (TWIC), which is a program managed by the Department of Homeland Security (DHS). Information on this program can be viewed here. THE NORTHWEST SEAPORT ALLIANCE IS COMMITTED TO PROVIDING A WORKPLACE THAT IS FREE FROM ILLEGAL DISCRIMINATION AND HARASSMENT. WE ADHERE TO ALL APPLICABLE STATE AND FEDERAL ANTI-DISCRIMINATION LAWS. As an employer of choice, the Northwest Seaport Alliance is proud to offer an excellent benefits package. This includes medical, prescription, vision and dental with no out-of-pocket premiums and full coverage for employee, spouse, and all eligible dependents. In addition, the NWSA also offers vacation, twelve paid holidays, sick leave, bereavement leave, paid parental leave, participation in the Washington State Public Employees' Retirement System (PERS) and a NWSA-funded Voluntary Employee Beneficiary Association (VEBA) account for out-of-pocket health related expenses for employees and their eligible dependents. The NWSA's benefits package is valued between 45%-55% of base salary. 01 Do you have a minimum of an associate's degree?
02 How many years of experience providing professional level administrative support do you have?
- 0 to less than 1 year
- 1 year to less than 3 years
- 3 years to less than 5 years
- 5 years or more
03 Briefly describe your experience level with computers, Windows, and MS Office Suite (including Excel, PowerPoint, Outlook, Access, and SharePoint). Required Question