Executive Office Administrator

1 month ago

Seattle, United States Joshua Green Corporation Full time

Summary

As the Executive Assistant/Office Manager, you are at the heart of Joshua Green Corporation’s operations, activities, and the person that keeps the team moving forward. This role is a positive and reliable resource for the executives and staff which helps them stay focused on their work by resolving operational and administrative issues before they arise. In addition to being organized and analytical, you possess the strong business judgment and interpersonal skills needed to interact with executives and staff.



This role leads by example by living our values. This individual is skilled at managing a variety of simultaneous projects, which requires the ability to communicate effectively with everyone and will exhibit a high degree of discretion with confidential matters.

responsibilities



Essential Duties & Responsibilities

  • Provides operational support in the areas of communication, scheduling, vendor management, human resources, and risk management.
  • Proactively manage and maintain executives’ calendars on a daily, monthly, quarterly, and annual basis to ensure accurate scheduling and prioritization
  • Organize, flawlessly plan, and execute onsite, offsite and virtual meetings, events, and conferences
  • Establish and streamline administrative and operational processes for the team consistent with corporate policies
  • Expense reports: track expenses and prepare expense reports
  • Organize travel logistics
  • Facilitate effective communications (draft internal communications and announcements, edit documents for accuracy and clarity, create or edit presentations, send internal email communications)
  • Administer JG Foundation charitable giving: review grant requests / directed gifts, schedule quarterly meetings, prepare agenda, prepare correspondence, and minutes
  • General office administrative support and back-up as needed
  • Assist with additional projects as needed and requested
  • Contacts database and email list maintenance



Experience & Qualifications

  • Demonstrate a “can do” mentality. Work independently and as part of a team.
  • Strong written, verbal, and interpersonal communication skills, with the ability to take initiative and `build/maintain meaningful, productive relationships across organization.
  • Dependable and able to demonstrate a high degree of confidentiality, integrity and a sense of urgency with highly sensitive issues.
  • Be highly proactive and take ownership to anticipate needs and able to manage-up and downstream to ensure deadlines are met timely and accurately.
  • Consistently and positively contribute in a small office work environment prioritizing multiple functions and tasks, and managing time efficiently.
  • Ensure all relevant or useful information is shared to achieve the best overall outcome.
  • Demonstrate a high degree of accuracy and attention to detail of own work.
  • Adapt to changing business needs and shift while remaining calm and composed.
  • Excellent problem-solving skills and the ability to think creatively to quickly resolve unexpected issues
  • Demonstrate composure, confidence, professionalism, diplomacy



Relationships

  • Maintain excellent office / shareholder / business partner relations through regular personal contact responding to requests, concerns, comments, and questions. Comfortable communicating with shareholders on myriad levels (i.e., business inquiries, family inquiries, foundation contributions, family retreat)
  • Coordinate preparations for board meetings, retreats, and employee functions
  • Manage office vendor accounts / relations
  • Answer incoming phone calls and control visitor reception



Skills + Abilities

  • Excellent organizational and communication skills
  • Effective business writing skills
  • High degree of discretion with confidential matters
  • Research oriented
  • Understanding of office technology (computers, servers, printers, phones, AV)
  • Ability to thrive in a small office environment
  • minimum qualifications
  • 5+ years administrative experience
  • Solid skills and knowledge of Microsoft Office (PowerPoint, Excel, Word, Teams) and other business specific tools (e.g. BoardEffect, Publisher, and Outlook) and provide training to others as needed.
  • Five (5) days in-office position
  • Financial / accounting experience preferred, but not required
  • Notary Public certification preferred, but not required.



The above statements are to describe the general nature and level of the work being performed by the individual and are not intended to be all-inclusive. They represent essential elements and criteria necessary to successfully perform the job. It is generally agreed that other duties may be assigned from time to time.



Equal Opportunity Employment. Joshua Green Corporation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.



This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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