Job Description

Position Title:

Executive Assistant

Full-time Non-exempt Position

This is a 100% in-office role; remote work or telecommuting is not available.

Competitive Salary ($60,000) with Retirement & 100% Employer Paid Full-Family Insurance

Reports To:

This position reports directly to the Chief Executive Officer (CEO) and serves as a key support resource in the day-to-day operations of the Chelan Douglas Regional Port Authority (CDRPA). This position also receives secondary guidance from the Accounting & Administrative Manager to assist with general office functions and staff administrative support.

Position Summary:

The Executive Assistant is primarily responsible for supporting the CEO and Board of Directors through high-level administrative tasks, meeting coordination, and document preparation. In addition to these primary duties, the Executive Assistant also supports broader office functions, including supply ordering, recordkeeping, event logistics, and general administrative support to CDRPA staff.

To perform this job successfully, an individual must meet the qualifications and be able to perform all the duties described in the Duties and Responsibilities and the Qualifications sections of this job description. All the qualifications and duties and responsibilities are considered essential functions of this job. The identified essential functions are representative of the minimum levels of knowledge, skill, experience, and/or ability required.

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.

Primary Work Location & Job Conditions

• 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.

Important Disclaimer Notice:

The job duties, responsibilities, skills, functions, experience, educational factors and the qualifications listed in this job description are representative only and not exhaustive of the tasks or assignments that an employee may be requested or required to perform in this position. The omission of specific job duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The employer reserves the right to revise this job description at any time and to require employees to perform other tasks such as circumstances or condition of its business, competitive considerations, or the work environment change. The job description does not constitute an employment contract and is subject to change as the needs of the employer and requirements of the job change.

Equal Opportunity/Affirmative Action Employer:

All qualified persons will be considered for employment without regard to race, color, religion, sex, national origin, age, political affiliation, disability status or any other non-merit factor. Chelan Douglas Regional Port Authority is also committed to diverse work force. Women, disabled persons, members of ethnic minority and other underrepresented groups are encouraged to apply.

Please go to for more details on this position and to learn more about the Chelan Douglas Regional Port Authority!

Salary/Compensation: $60,000 per year

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Chelan Douglas Regional Port Authority

Job Tags

Full time, Contract work, Work at office, Flexible hours, Afternoon shift,

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