At Xenon arc, Inc. our vision is to redefine distribution by transforming the way producers go to market.
Xenon arc serves a diverse range of clients, from billion-dollar companies specializing in industrial solvents and chemical products to major international food ingredients providers, all seeking to drive growth with difficult-to-serve customers, create business and working capital efficiencies, scale technical expertise, and embark on digital transformation.
Our model is uniquely optimized to solve the challenges faced by our clients. Serving as an extension of their brand, we uphold the crucial client-to-customer connection. With trained, focused, and technically savvy teams, we drive sales and service to exceed expectations, use digital platforms to support customer engagement, and optimize distribution functions to alleviate operational pressures.
Xenon arc is not just a distribution solution; we are a strategic partner committed to transforming the way businesses go to market and achieve lasting success.
We are dedicated to creating a personal growth environment where team members are provided opportunities to advance their professional development and are encouraged to explore their passions. We invest in our culture to create a supportive environment that fosters team collaboration and creative problem solving.
Position Overview:
We are seeking a highly organized and proactive Administrative Assistant for a 6-month contract-to-hire role to support our overall office operations. This role is critical in ensuring smooth day-to-day administrative functions and supporting global initiatives. The ideal candidate will handle office communications, event planning, and key operational tasks. This is an in-office role, 40 hours per week.
FLSA Classification
Non-Exempt
Reports to
Director, Global HR
Essential Job Duties
Office Operations & Logistics
- Manage office supplies, including ordering, delivery coordination, and Costco orders.
- Oversee key card issuance, suite access, and parking permits for employees.
- Handle badge and parking deactivation for offboarding.
- Liaise with building management for maintenance and office needs.
- Pick up and send office mail.
Internal Communication
- Handle new hire JIRA form submissions and workspace setup.
- Send new hire announcements and promo/anniversary communications.
- Ensure communication ownership on SharePoint for office-wide updates.
- Internal portal maintenance
- Webcast survey preparation and delivery
- Coordinate and maintain client visit communications.
Scheduling & Event Coordination
- Manage Outlook scheduling for key meetings and office activities.
- Plan, set up, and organize events such as company meetings, client visits, and social functions.
- Assist in preparing and sending monthly All-Hands meeting surveys.
Administrative Support
- Maintain responsibility for the main office phone line and handle client inquiries.
- Assist with ad-hoc project work as directed by the Director of HR.
- Create and distribute a quarterly company newsletter to employees.
- Ensure timely office-wide announcements and general communication.
Basic Qualifications
- Strong organizational and multitasking skills.
- Proficiency in Microsoft Office Suite (Outlook, SharePoint, Word, Excel).
- Excellent written and verbal communication abilities.
- Ability to work independently in a fast-paced environment.
Benefits:
- We offer competitive benefits: 100% paid medical, dental, and vision for employees, a 401k with company match, free parking options, and paid holidays, vacation & sick time!
Location & Commitments
- 6-month Contract, Full-Time
- Reports to office HQ in Bellevue, WA
- Work Schedule: 4 days in-office, 1 day work from home (remote of Friday)
Physical Demands
- Must be able to remain in a stationary position
- Must be able to operate a computer
Travel Required
Equal Employment Opportunity Statement
It is the policy of Xenon arc to grant equal employment opportunity to all applicants and employees without regard to race, color, national origin, ethnicity, marital status, parental status, disability, veteran status, age, religion, political affiliation, gender, sex, gender identity, or sexual orientation. It is the intent and desire of Xenon arc that equal employment opportunity will be provided in all phases of the employment relationship. Xa is a Title VII employer and strictly prohibits any type of discrimination or harassment based on any of the characteristics mentioned above. Employment opportunities and pay are and shall be open to all qualified applicants solely based on their experience, skills, and abilities.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
