Executive Assistant to Chief Executive Officer

6 days ago

Seattle WA United States Coombes Development Full time

Executive Assistant Job Description

Position Title: Executive Assistant

Reports to: Partner

Location: Seattle

Employment Type: Full-time

Job Summary:

The Executive Assistant provides high-level administrative support, managing schedules, coordinating meetings, preparing reports, handling confidential information, and ensuring the smooth operation of the executive’s office. This role requires excellent communication skills, discretion, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment. The Executive Assistant serves as a key liaison between the executive and internal/external stakeholders, ensuring effective communication and collaboration.

Key Responsibilities:

  1. Calendar and Schedule Management:
  2. Manage the executive’s calendar, schedule appointments, meetings, and travel arrangements.
  3. Ensure the executive is prepared for all engagements, including coordinating agendas, briefing documents, and any necessary follow-up.
  4. Communication and Correspondence:
  5. Screen and prioritize incoming emails, phone calls, and other correspondence.
  6. Draft, edit, and proofread internal and external communications, including memos, reports, and presentations.
  7. Act as a gatekeeper, facilitating communication between the executive and stakeholders.
  8. Meeting Coordination:
  9. Plan and coordinate meetings, including logistics, agendas, minutes, and follow-up actions.
  10. Organize board meetings and executive team meetings as needed.
  11. Travel Management:
  12. Arrange complex domestic and international travel itineraries, including transportation, accommodation, and any necessary visas or documentation.
  13. Ensure smooth and efficient travel experiences for the executive.
  14. Confidentiality and Discretion:
  15. Handle sensitive information with the utmost discretion and maintain strict confidentiality.
  16. Ensure compliance with company policies and practices related to information security and privacy.
  17. Project Management and Support:
  18. Assist with various special projects and initiatives as assigned by the executive.
  19. Monitor progress on key projects and ensure timely follow-up and completion.
  20. Office and Resource Management:
  21. Manage office resources, supplies, and expenses.
  22. Oversee the executive's office operations, including managing external vendors and service providers as needed.
  23. Relationship Management:
  24. Build and maintain positive relationships with internal and external stakeholders, including staff, clients, vendors, and partners.
  25. Act as a liaison between the executive and key stakeholders.
  26. Event Planning:
  27. Coordinate corporate events, conferences, or off-site meetings, including all logistical details.

Qualifications:

  • Education: Bachelor's degree.
  • Experience: Minimum of 2 years of experience in an executive assistant or similar administrative role.
  • Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant office software. Experience with project management tools is a plus.
  • Language Skills: Strong verbal and written communication skills.

Key Competencies:

  • Organizational Skills & Time Management: Exceptional ability to manage time, prioritize tasks, and handle multiple assignments simultaneously.
  • Attention to Detail: High level of accuracy and detail orientation in every task.
  • Problem-Solving: Ability to anticipate needs, think critically, and offer proactive solutions.
  • Discretion and Integrity: Trustworthy in handling confidential and sensitive information.
  • Flexibility: Ability to adapt to changing priorities and manage last-minute requests with grace.
  • Relationship-Building: Strong interpersonal skills and ability to work with individuals at all levels of the organization.
  • Communication SkillsCapable of maintaining positive relationships with internal staff and external stakeholders.

Benefits:

  • Competitive salary and performance-based bonuses.
  • Health, dental, and vision insurance.
  • Paid time off (PTO) and company holidays.

Opportunities for professional development and growth

This job description is intended to outline the primary responsibilities and qualifications of the position. It is not an exhaustive list of all duties, responsibilities, or qualifications associated with the job. The company reserves the right to modify or add to the job description.

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