Executive Assistant

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.