Executive Administrative Assistant
Corbis
Seattle, WAThis was removed by the employer on 9/5/2014 10:20:00 AM PST
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Full Time Job
Purpose:
In this role you will perform executive assistant duties for one or more executives and a team. Manages schedules and arranges appointments, travel, meetings, conference calls, on and offsite meetings and events, etc. Work requires some analysis and use of initiative and independent judgment with frequent access to confidential and highly complex information. Thorough knowledge of policies, practices and procedures to ensure the office is functioning smoothly.
Responsibilities (including but not limited to):
• Coordinates constantly changing schedules; makes appointments and establishes agendas.
• Arranges and coordinates domestic and international travel, including flights, hotels and rental cars, etc.
• Handles confidential material relevant to company operations.
• Collaborates with other assistants to provide backup coverage and assist in other areas in order to balance workload.
• Prepares and distributes meeting notes and action items as requested. Updates organizational charts and initiates contractor/consulting paperwork as needed.
• Prepares expense report, orders supplies, performs receipt acknowledgement and routes invoices for approval.
• Arranges and coordinates onsite and offsite meetings and events, including the use of conference rooms, outside facilities, food and beverage, audiovisual equipment and other logistics as needed
• Prepares and edits correspondence, communications, presentations and other documents. Provides general administrative support as needed.
• Maintains and distributes organizational charts as needed.
• Facilitates onboarding and approval process of contingent workers and consultants as needed.
Qualifications:
• 3-5 years’ experience in executive assistant/administrative assistant positions in a corporate setting.
• Bachelor’s degree preferred.
• Professional appearance and presentation.
• Excellent verbal and written communication skills and interpersonal skills.
• Proficient computer skills and in-depth knowledge of relevant software such as Microsoft Office Suite.
• Impeccable discretion and independent judgment with respect to confidential matters.
• Proven ability to independently manage many changing tasks simultaneously.
• Excellent organizational skills in a hectic environment with frequent interruptions.
• Detail oriented and ability to meet last-minute deadlines.
• Team player within and outside the organization.
• Dependable and responsive to emails, phone calls, etc.
• Superb follow-up skills.
• Desire to keep abreast of company operations and priorities.