Executive Assistant (Temporary) at UW in Seattle, WA

Job description

Job Description Bioengineering has an outstanding opportunity for a Temporary Executive Assistant to join their team. About this opportunity The Temporary Executive Assistant (6 month appointment) to the Chair provides critical administrative and operational support to the Department of Bioengineering by working closely with department leadership to support operations, coordinate special events, and implement strategic initiatives. The position serves as a key partner to the Chair, helping to improve administrative processes, leverage collaborative technologies, and manage priorities across the department. Success in this role requires initiative, sound judgment, professionalism, discretion, and the ability to adapt to evolving departmental needs and priorities. The most demanding aspects of this position include managing competing priorities on behalf of the Chair in a complex academic environment, exercising independent judgment on sensitive and confidential matters, and maintaining an evolving understanding of departmental priorities and decision-making processes. The role requires strong problem-solving skills, discretion, adaptability, and the ability to effectively coordinate across multiple stakeholders while supporting strategic initiatives, special events, and administrative operations. This position supports the University’s primary objectives of education, research, and public service by enabling effective leadership and operations within the Department of Bioengineering. The Executive Assistant to the Chair supports strategic initiatives, departmental operations, and key events that advance the department’s academic and research mission while fostering collaboration among faculty, staff, students, university leadership, and external partners. Through coordination, communication, and administrative support, the position helps ensure the department can effectively serve its students, faculty, and broader community. The position supports department-wide activities for approximately 500 undergraduate and graduate students, as well as faculty, staff, and external stakeholders, and contributes to the effective administration of a multi-million-dollar academic and research enterprise. Key Responsibilities Communications and Correspondence - 50% Draft, edit, and manage correspondence, reports, agendas, and presentations, including confidential and sensitive material. Support development of the Chair's remarks and department-wide messaging, coordinating with Marketing and Communications, Advancement, and other University partners. Represent the Chair's office with the Dean's offices, the Provost's office, School and College leadership, faculty, staff, students, and external partners. Manage invitations and requests directed to the Chair, including conference, speaking, board, council, and award invitations. Execute documents on the Chair's behalf, including electronic signature. Strategic Initiatives and Project Coordination - 10% Provide project coordination for the Chair's strategic initiatives, monitoring progress, and driving items to completion. Coordinate stakeholders and timelines across department leadership and surface obstacles. Assemble materials, data, and summaries for planning, reporting, and leadership review. Faculty Affairs and Governance Support - 10% Support academic human resources activities, including annual faculty and staff reviews, merit review, and faculty appointment and reappointment processes, in coordination with the department Human Resources Manager. Coordinate faculty and executive committee meetings, including scheduling, agendas, minutes, action items, and follow-up. Meet Open Public Meetings Act requirements for faculty meetings and complete the annual open meetings schedule request from the Public Information Office. Maintain an annual planning calendar for governance and administrative deadlines, and prompt committee chairs as deadlines approach. Support faculty and staff searches, incl