Position: Executive Assistant
Location: Seattle, WA
Pay: 70-100k
We are seeking a highly organized and proactive Executive Assistant to support our executive leadership team. The ideal candidate will excel in managing complex schedules, coordinating travel logistics, and handling a wide range of administrative tasks with efficiency and professionalism. This role requires a detail-oriented individual who can anticipate needs, prioritize tasks, and maintain a high level of confidentiality.
Key Responsibilities:
Meeting Coordination and Calendar Management:
- Manage and optimize the executive's daily, weekly, and monthly schedules, ensuring efficient use of time.
- Coordinate, schedule, and confirm internal and external meetings, appointments, and conference calls.
- Prepare meeting agendas, presentations, and related materials.
- Arrange for meeting rooms, catering, and necessary equipment.
- Handle last-minute changes and conflicts in the schedule with poise and efficiency.
- Maintain an organized system of tracking and following up on meeting action items.
Travel Arrangements:
- Plan and coordinate travel itineraries, including flights, accommodations, ground transportation, and other logistics.
- Prepare detailed travel itineraries and ensure all necessary documents are in order.
- Anticipate and resolve travel-related issues, such as delays or cancellations, and provide timely updates to the executive.
- Reconcile travel expenses and prepare expense reports in accordance with company policies.
Communication and Correspondence:
- Act as the primary point of contact for the executive, managing incoming calls, emails, and correspondence with professionalism.
- Draft, review, and edit emails, letters, and reports on behalf of the executive.
- Liaise with internal departments, clients, and external stakeholders to facilitate communication and information flow.
Administrative Support:
- Handle confidential and sensitive information with discretion.
- Maintain organized filing systems for both digital and physical documents.
- Assist in the preparation of reports, presentations, and other documents as needed.
- Perform general administrative duties, including ordering office supplies, processing invoices, and managing office operations – including daily provisioning and upkeep of kitchen area.
Special Projects:
- Support the executive in various special projects, which may include research, event planning, or other initiatives.
- Take on additional responsibilities as needed to ensure the success of the executive and the organization.
Qualifications:
- Experience: Minimum of 5 years of experience as an Executive Assistant, with a strong focus on scheduling and travel coordination.
- Education: Bachelor’s degree in Business Administration, Communications, or a related field preferred.
- Exceptional organizational and time-management skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar management tools.
- Strong written and verbal communication skills.
- Ability to multitask, prioritize, and adapt in a fast-paced environment.
- Attention to detail and a high level of accuracy.
- Discretion and integrity in handling confidential information.
- Proactive and self-motivated with a solution-oriented mindset.
- Ability to work independently and as part of a team.
- Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
