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NEOGOV · 2 months ago

Executive Assistant, Office of the Provost and Academic Affairs

Bellevue, WA

Full-time

Onsite

Mid Level

$72K/yr - $101K/yr

Bellevue College is a vibrant, student-centered institution dedicated to fostering a supportive workplace. The Executive Assistant in the Office of the Provost and Academic Affairs provides high-level administrative support to the Provost and Vice Provost, managing calendars, travel, and communications while coordinating meetings and events to ensure smooth operations within the office.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

Independently manage complex calendars for the Provost, Vice Provost, and Director, coordinating internal leadership meetings, external partnerships, and statewide obligations

Prepare briefing materials and communications by gathering documents, drafting talking points, and synthesizing key issues

Coordinate detailed travel arrangements and itineraries for the Provost, Vice Provost, and Director, including approvals, expense reports, and logistics

Handle confidential correspondence and edit/format official communications for senior leadership

Serve as liaison to senior leadership and external agencies, including the President's Office, State Board, and community partners

Ensure leadership is fully prepared for all engagements through timely delivery of agendas, materials, and updates

Plan and coordinate divisional and institutional meetings, including Academic Affairs Leadership Team, Provost Team, Vice Provost Team, and cross-campus groups

Lead arrangements for divisional retreats and strategic planning meetings, coordinating scheduling, venues, catering, guest speakers, and materials

Coordinate executive-level events, including securing venues, arranging logistics, managing guest services, and overseeing high-visibility details

Support the Commencement Committee, ensuring Academic Affairs participation in the event and assist with planning logistics

Represent Academic Affairs at the President's Cabinet Assistants (PCA) group, contributing to cross-divisional planning and coordination

Provide direct support to the Director by coordinating communications, scheduling, and project logistics for executive-level initiatives

Serve as the first point of contact for inquiries to the Provost's Office; triage and escalate faculty, staff, and community concerns as appropriate

Manage complaint tracking protocols to ensure timely responses and documentation of thematic issues

Coordinate communication and workflow between the Office of the Provost and Academic Affairs, deans, directors, governance committees, and external partners

Work in close alignment with a second EA and the Director to ensure executive- and operational-level support are complementary, coordinated, and non-duplicative

Support the Director by maintaining awareness of institutional policies, deadlines, and initiatives

Draft, route, and track executive-level documents such as external vendor and consultant contracts, evaluations, appointment letters, and official communications

Collaborate with a second EA on faculty hiring timelines, committee schedules, and CSA processing

Review documents for accuracy, formatting, and compliance with college policies

Assist with onboarding of new academic leadership team members to ensure access to shared tools and resources

Provide occasional backup to a second EA during peak workload or absence

Participate in professional development and equity efforts to support an inclusive, service-oriented office culture

Support emergent projects, institutional initiatives, or special assignments at the direction of the Director, Provost, or Vice Provost

Qualification

Executive support experienceCalendar managementMicrosoft Office 365Event coordinationWritten communicationDiscretionProfessionalismSelf-directedDiverse perspectivesVerbal communication

Required

Bachelor's degree in Education, Communication, Business Administration, Public Administration, Office Technology, or a related field. (An associate's degree and two additional years of administrative experience may substitute. Relevant experience may be considered on a year-for-year basis.)

Demonstrated experience providing administrative or executive support in a high-volume, fast-paced office setting

Demonstrated ability to manage complex calendars, prioritize competing demands, and support executive-level meetings and communications

Demonstrated ability to incorporate diverse perspectives and work effectively with individuals from a variety of backgrounds and identities

Proven ability to work independently, be self-directed, and respond to changing priorities while meeting deadlines

Demonstrated discretion and professionalism in handling sensitive or confidential information

Strong written and verbal communication skills, including drafting formal communications and preparing briefing materials

Intermediate proficiency with Microsoft Office 365 products (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint)

Preferred

Prior experience supporting senior executives (e.g., provost, vice president, president) in higher education or a public institution

Experience coordinating high-profile institutional events, such as Commencement or strategic retreats

Familiarity with Washington's community and technical college system (SBCTC) and governance culture

Experience participating in or supporting cross-campus working groups such as President's Cabinet Assistants or shared governance bodies

Benefits

Generous is offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents

Choices of retirement and deferred compensation plans

Paid holidays, sick, and vacation plans

Transit program

Reduced tuition

Employee discounts and memberships