Executive Administrative Assistant

3 weeks ago

Seattle, United States SNIPEBRIDGE Full time
A leading Architecture & Design house that works in niche design areas with a selective global clientele. They have been in business for over 50 years and have won many prestigious awards including the National AIA Architecture Firm Award. They have also been named in the Top Ten Most Innovative Companies in Architecture by Fast Company for two years in a row. The firm's diverse project profile includes Custom Residential, Multi-Family Housing, Commercial, Museums, Cultural spaces, and Hospitality.

Currently, we are seeking a temporary Executive Administrative Assistant to primarily support one Design Leader on cultural projects and company initiatives for a duration of 4-5 months. Key responsibilities include administrative assistance and project aid and management support.

Primary Responsibilities:

  • Administrative Support: Oversee the Design Leader's calendar; schedule meetings, manage requests, resolve conflicts, ensure efficient time utilization and coordinate with the Design Leader's personal schedule.Organize internal and external meetings - including preparation of logistics. Plan travel: Manage extensive and detailed travel plans, including flight tickets, accommodation, transportation, and visa arrangements, ensuring seamless coordination across different time zones
  • Information Management: Keep records, files, and databases updated and organized. Manage timesheets, passwords, and monthly credit card statements. Regularly submit expense reports
  • Communication: Act as the primary contact for internal and external communication, managing email and phone correspondence. Liaise effectively with other executive assistants. Ensure clear and efficient communication with clients and collaborators
  • Confidentiality: Maintain utmost professionalism and discretion when handling sensitive information. Show tact under pressure and excellent judgment
  • Graphic Support: Prepare visual presentations for project pitches and public lectures
  • Digital Media Support: Contribute to long-term social media strategies, edit text, and prepare visual/written content for the Design Leader's social media accounts
  • Project Management Support: Collaborate directly with project teams, ensure timely scheduling of meetings before client presentations, and coordinate with other departments
  • Project and Research Support: Draft, edit, and format documentation; assist with design-specific research tasks and collaborate on the creation of white papers, articles, social media posts, and books
  • Office Culture and Leadership Support: Support the Design Leader's internal initiatives around community engagement, support of firm leadership groups, the firm's Speaker Series, and affinity groups

Requirements

Education/Skills/Experience:

  • Minimum 2-3 years of experience
  • Previous role as an executive assistant or in a similar administrative position
  • Proficiency in Microsoft Suite (especially Word and PowerPoint)
  • Exceptional organizational, time management, analytical, and problem-solving skills
  • Ability to manage, delegate and prioritize tasks.
  • Excellent communication skills
  • Ability to work in-office even in absence of Design Leaders, with some schedule flexibility in coordination with the Design Leader

Benefits

At the time of posting this job, the hiring range for this position in Seattle is between $38.45 and $48.07 per hour. Final salary decisions are made based upon the extent and relatedness of the candidate's education and experience and considering internal equity and external market factors.

All applicants must be legally authorized to work in the United States without sponsorship and must already possess long-term work authorization.

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