https://www.cdrpa.org/executive-assistant
CHELAN DOUGLAS REGIONAL PORT AUTHORITY

Position Title:

Reports To:

Position Summary:

Essential Duties and Responsibilities:

• Serves as the CEO’s Executive Assistant in day-to-day Chelan Douglas Regional Port Authority (CDRPA) operations.
• Track calendars, provide support and prepare meeting rooms as needed.
• Assists Board of Directors and staff with travel arrangements, conference, seminar, and trade show registrations, including lodging as needed.
• Adhere to compliance with applicable Washington State laws regarding board matters including advance distribution of materials (notices, packets, agendas) before Board meetings in electronic/paper format.
• Provide regular notices to media/public for all regular and special meetings. Provide notices to the media/public when Board of Directors are attending regional meetings and/or traveling to trade association meetings.
• Assist in coordinating and drafting Board meeting agendas and Board meeting logistics such as ordering lunch and making meeting room reservations.
• Compilation of supporting Board meeting documentation and information in a well-organized manner.
• Provide back-up for meeting item projections.
• Assist CEO in writing motions prior to Board meetings.
• Assist in formatting policies, resolutions, and other documents.
• Attend all Board meetings and serve as the recording agent.
• Following Board meetings, compile accurate meeting minutes in a timely manner for Board approval. Perform all document retention of Minutes, Policies, and Resolutions.
• Assist with outreach and economic development meetings such as the Partner Breakfast and Lunch or chamber banquet sponsorships.
• Coordinate logistics for the CDRPA’s annual planning retreat with the CEO.
• Assist with maintaining lists in various databases such as Mail Chimp & Excel.
• Edit and format correspondence for the CEO and other CDRPA staff as needed.
• Maintain Calendar of Events, CDRPA Outlook Corporate Calendar, and assist in updating CEO and Board Calendars as needed.
• Purchase and maintain adequate office supply inventory.
• Maintain office central filing system, record keeping and assist with record retention.
• Assist with distribution of incoming mail and communications.
• Serve as the primary front desk and phone coverage for the administrative office, assisting visitors and responding to inquiries as needed.

• Ensure the highest level of customer service.
• Help promote a safe work environment. Work with team members in recommending and implementing safety policies and practices.

• A high degree of confidentiality is required.
• In a team-based environment, this position may perform other duties as assigned.

• This position is located at the Chelan Douglas Regional Port Authority administrative offices.
• This is a 100% in-office role; remote work or telecommuting is not available.
• Duties are primarily performed in an office environment, while sitting at a desk or computer terminal.
• Work generally occurs during normal office hours, with occasional evening meetings.
• Light to moderate lifting is required.

Required Skills

• Associates degree preferred, although equivalent experience and training that provides similar skills, knowledge and abilities may be substituted.
• Possess a valid Washington State Driver’s License.
• Notary Public commission in Washington State preferred (or willingness to obtain upon hire). Experience with computer systems and applications including Outlook, Word, Excel, PowerPoint, etc.
• Must demonstrate strong proficiency in Microsoft Word, including the ability to format complex documents, apply consistent styles, work with tables and headers/footers, and prepare polished, professional materials.
• Demonstrate light proficiency in Microsoft Excel including basic formulas and formatting.
• Attention to detail, including the ability to proofread your own work as well as others.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Ability to build relationships and work well with Board of Directors, staff, and external partners.
• Ability to communicate effectively orally and in writing.
• Proactively approach to problem-solving with decision-making capability.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate a high level of customer service and response.
• Demonstrated ability to achieve high performance and meet deadlines in a fast-paced environment.
• Forward thinker, who actively seeks opportunities and proposes solutions.
• Ability to complete priority projects in a thorough and accurate manner. Able to take on a wide variety of assignments.
• Highly organized, versatile, & flexible.
• Excellent time-management skills.