Executive Assistant

2 weeks ago

Kent, United States iSoftTek Solutions Inc Full time
Job DescriptionJob Description

Job Summary:

The Executive Assistant/Receptionist is responsible for answering the phone, greeting, assisting, and providing direction and information to clients, visitors and other guests of the organization.

In addition, the Executive Assistant/Receptionist will provide comprehensive support and manage the operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Job Details:

  • Work Schedule: Monday-Friday, 8:00 AM - 5:00 PM
  • Must be able to work outside of regular hours
  • Work Location: Pacific Power Group, 7215 S. 228th St, Kent, WA
  • Eligible for a Short Term Incentive (STI) Bonus plan: 10% of base salary

Benefits include: Medical, Dental, Vision, 15 days PTO, 10 Paid Holidays, Life Insurance, AD&D, Short/Long Term Disability, 401K with Company Match, Pet insurance, Optional Supplemental Insurances, Legal Assistance for Identity Theft, Health Advocate, Tuition Assistance, Maternity and Paternity Leave, Adoption Aid.

Essential Duties & Responsibilities:

  • Direct request and concerns to proper personnel
  • Distribute mail to appropriate departments
  • Handle ordering request and office supplies
  • Scanning documents to increase productivity and efficiency
  • Complete a broad variety of administrative tasks that facilitate the ability to effectively lead the organization, including assisting with special projects; analysis of certain documents; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
  • Provide sophisticated calendar management for leaders. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Coordinate meetings, arrange appointments, manage schedules, make travel arrangements, prepare and file important documents, and perform other essential tasks as necessary.
  • Replenish office materials such as snacks, printer supplies, paper, office supplies, etc. for assigned meeting facilities.
  • Coordinate meetings and retreats and assist with staff meetings and events as needed. Facilitate, manage and lead executive standard work on accountability and following up on weekly executive meetings; staff meetings; and other ad-hoc meetings.
  • Back-up phones

Requirements

Required Knowledge, Skills and Abilities:

  • Self-manage and establish their own goals and workflows. The ability to take initiative, give instructions, and be accountable for results.
  • Strong ability to execute work with a diversity, equity, and inclusion lens.
  • Expert proficiency with Microsoft Office Suite and desktop publishing software; ability to design and edit graphic presentations and materials.
  • Strong verbal and written communication skills.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, staff, front-line leaders, suppliers (partners).
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Thrive in an intense, do-it-yourself, start-up environment.
  • Ability to work well within a cross-functional team environment and diverse employee base.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Excellent judgment is essential.
  • Ability to switch gears at a moment’s notice

Education and Experience Requirements:

  • Significant executive support experience is preferred
  • 2+ years of experience; high school diploma
  • Excellent verbal communication skills
  • Availability to work shifts, including evenings
  • Ability to solve client issues in a friendly and timely fashion
  • Friendly and welcoming demeanor

Work Environment & Physical Demands:

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopies, filing cabinets, printers and scanners.
  • While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk; use hands to finger, handle or feel; and reach with hands and arms.
  • Lifting up to 30 pounds

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