Executive Assistant

2 months ago


Bellingham, United States Robert Half Full time

The Executive Assistant position plays an integral part in the integrity of the company by providing a high-level of professionalism and administrative support to the CEO, CFO and Executive Board Members. This role will be a key asset to ensure the smooth operation of the executive office by exercising good judgment and handling a variety of tasks that can be highly sensitive and confidential with a high degree of efficiency, integrity, and discretion

RESPONSIBILITIES:

Administrative Support:

  • Prepare and edit correspondence, communications, presentations, and other documents.
  • Organize and maintain files and records, ensuring they remain updated and easily accessible.
  • Ensure all executive documents and communications are securely stored and managed.

Meeting Coordination:

  • Plan, organize, and facilitate Executive Committee & Board meetings, including preparing agendas, taking minutes, and following up on action items.
  • Take meeting minutes for all board-related meetings, ensuring accurate and detailed records of discussions and decisions.
  • Coordinate the preparation of the board packet for monthly distribution.
  • Coordinate logistics for board meetings, including venue arrangements, catering, and AV setup.
  • Take meeting minutes in weekly manager meetings then update Mondays.com with notes. May also be asked to take meeting minutes for other office meetings (i.e. Quality, Service Committee)

Communication:

  • Draft and distribute communications on behalf of the CEO, CFO, and executive board members.

Project Management:

  • Assist in the planning and execution of special projects and initiatives led by the executive team.
  • Track progress and ensure timely completion of tasks and deliverables.


KEYS/ EXPERIENCE/SOFT SKILLS:

  • Bachelor’s degree in business or related field preferred; or a minimum of 5 years of relevant experience working as an executive assistant supporting C-Level executives.
  • Must haves here: C-Suite/Executive experience, BOD experience (meetings, notes, dealing with members professionally), strong communication skills
  • Need for Strong systems skills: MS Office Suite (create & present power point presentations), expert use of Word/Outlook
  • Soft skills: Professionalism, Strong confident presentation, Self-Starter, multi-tasker, very resourceful

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