Ranked in 2022-2023 among the top ten U.S. public institutions in U.S. News & World Report’s list of Best Global Universities, the UW propels the ideas and ideals of students and faculty through active research, engagement, teaching, and volunteering. University Advancement works to advance the goal of making the UW recognized globally as the greatest public university as measured by its impact on the lives of people here and around the world.

The UW and University Advancement (UA) must weave equity and anti-racism into everything we do. Becoming a more equitable organization starts with us, and focusing on groups that have been excluded and under-engaged will lead to better outcomes for our whole community. Ensuring that diversity, equity, and inclusion (DEI) are natural outcomes of our activities will require us to state our values, live by those values and work toward our vision every day. To sustain our efforts, we have defined a path forward with our values clearly articulated and shared throughout the organization.

For more detailed information, please visit our UA website.

University of Washington Marketing & Communications has an outstanding opportunity for an Executive Assistant. This is a full-time permanent position.

This position provides executive assistant support to the Associate Vice President of Branding & Marketing. The position is responsible for managing a wide variety of complex administrative support activities and serves as a representative of the Associate Vice President to internal and external clients. The Assistant interacts with Advancement units, including Directors of Advancement or Marketing & Communications for schools, colleges, campuses and the medical enterprise; Deans; campaign planning staff; the office of the President; the office of the Vice President for External Affairs; Advancement Operations staff; and other campus offices.

The Assistant must be able to function in a self-directed manner, handle several complicated tasks simultaneously, and be able to maintain a high level of professionalism in the daily conduct of job duties. The position involves strong coordination skills, initiative, and the ability to make independent decisions in order to manage the operations of the busy marketing team. To be effective, this position will need to build relationships with staff and faculty across the University.

Utilizing independent judgment and self-reliance on strong decision-making skills, this position provides comprehensive management and oversight of the Associate Vice President’s activities in meeting department priorities.

What You Will Do

Serve as the Associate Vice President’s liaison with other advancement and University units.

Communicate with a broad variety of constituents: advancement, development and marketing/communications staff, deans and directors, and other UW audiences, with diplomacy and confidentiality.

Use independent judgement to generate reports for distribution to University and volunteer leadership, usually requiring compilation and analysis of data.

Attend meetings, act as the Associate Vice President’s representative as needed, provide information and report conclusions to key colleagues.

Coordinate physical logistics for marketing seminars, special events, and meetings as requested, these include but are not limited to Marketing & Communications Executive Council, Marketing & Communications Roundtable, and ad-hoc committees. Coordinate and support all aspects of a variety of University-wide meetings.

Develop agenda for meetings; attend meetings relative to marketing issues, action items, and trends.

Serve as a member of UMAC administrative team, establishing work priorities and coordinating to meet deadlines to ensure an efficient workflow throughout the department.

Ensures that the Associate Vice President’s priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements.

Assists with writing internal and external documents, including drafting correspondence for the Associate Vice President.

Independently manages other special projects as requested by Associate Vice President.

Evaluate efficiency of best practices as implemented, engage in continuous improvement cycle.

Plans and assists in coordinating staff and team building events.

Collaborate in the development or advise in the development of promotional merchandise. Request, manage, and evaluate vendor quotes, negotiating best prices for promotional merchandising. Ensure vendor contract fulfillment and manage any vendor issues to completion.

May assist other executives with calendaring and basic support.

Who You Are

Excellent communication, interpersonal skills, and customer service.

Respects, values, and contributes to the UW’s commitment to inclusiveness and diversity. Approaches inclusion as a lifelong learner, committed to examining personal beliefs and biases and continuously developing as a member of a team devoted to equity.

Proven ability to manage multiple projects, and the ability to work in a fast-paced environment.

Ability to work independently, problem-solve, take initiative, set priorities and handle multiple projects efficiently and effectively.

Strong self-starter qualities. Takes responsibility and initiative to set and meet goals, objectives and obligations while representing the mission, visions and values of the organization.

Demonstrated strong writing/editing and verbal communication skills. Must be able to independently write professional communications on behalf of superiors.

Proficiency in standard office software applications: Microsoft Word, Excel, Outlook and PowerPoint; and basic proficiency with Microsoft OneNote.

Proven experience managing the calendar and monitoring the email account for an executive-level position.

Proven ability to work with senior leadership.

Minimum Requirement:

Bachelor’s degree and two years of experience in administrative support to executive leadership. Other relevant experience will be considered.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

What You Can Expect

You will work with an open-minded and inclusive team that values diversity.

Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distraction.

Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.