Executive Assistant

3 weeks ago

Seattle, United States Olson Kundig Full time
Job DescriptionJob Description

Olson Kundig is a design practice founded on the ideas that buildings can serve as a bridge between nature, culture and people, and that inspiring surroundings have a positive effect on people’s lives. The firm’s work can be found across the globe, with projects as wide-ranging as huts to high rises, homes—often for art collectors—to academic, cultural and civic projects, museums and exhibition design, places of worship, creative production, urban design, and interior design. 

Currently, we are seeking an Executive Assistant who will provide executive-level support to the CEO at the firm.  The primary responsibilities of this role are to maintain the CEO's schedule, coordinate with internal and external stakeholders, provide logistical and travel support for domestica and international travel, and work on operations related projects.  The person will report directly to the CEO and will be based in Seattle, WA (Pioneer Square office) 

IN THIS ROLE, YOU WILL 

  • Maintain an accurate and detailed calendar for the Partner.  Manage and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts. 
  • Track the Partner’s tasks and projects to ensure appropriate prioritization with respect to deadlines and organizational developments. 
  • Organize internal and external meetings for the Partner, including logistical and substantive preparation. 
  • Manage the Partner’s extensive domestic and international travel schedule with a high attention to detail to plan all logistics and arrangements. 
  • Prepare documentation and notes including legal documentation/contract support and participate in on-going project meetings as needed to track action items.
  • Track and reconcile monthly credit card statements and complete and submit expense reports regularly.
  • Answer incoming calls for the Partner, screen unsolicited calls and take important messages. 
  • Communicate effectively and efficiently with other executive assistants across the organization to maximize productivity of the Partner.
  • Demonstrate poise and tact under pressure and handle matters with excellent judgment and confidentiality. 
  • Complete and submit weekly timesheets to support the Partner’s billable hours.
  • Provide special project leadership and support as needed.  
  • Conduct preliminary research on a variety of topics and draft materials as needed. 
  • Perform any other relevant duties as assigned. 

WHAT WE NEED FROM YOU 

  • Bachelor’s degree in a related field plus 5+ years of professional work history.  
  • Two years’ experience providing high-level administrative support to executives. 
  • Highly organized and detail-oriented with a proven ability to successfully multi-task in a fast-paced environment and ensure timelines and deadlines are met.
  • Demonstrated expertise across travel management and managing travel itineraries.
  • An independent self-starter with a tenacious focus and a growth mindset.  A strong focus on finding solutions while engaging others in a positive and enthusiastic manner.
  • Must be VERY proficient with MS Office – should have used Outlook, PowerPoint, Excel, Word and MS Teams. 
  • Should be familiar with online meeting systems such as – Zoom, GoToMeeting, MS Teams, etc. 
  • Strong verbal and written English communication skills and the ability to build positive relationships with others.
  • Ability to provide emergency response/support outside normal business hours. 

What can you expect from us?

  • A creative work environment and colleagues who are collaborative, creative, and challenging
  • Opportunity to grow professionally with excellent projects
  • Check our culture page to learn about life at Olson Kundig

In addition to a dynamic and creative culture, Olson Kundig provides a generous benefits package that includes 16 days of paid time off, paid holidays, health plan, 401k match, bonuses, profit-sharing plans for qualified positions, a monthly travel subsidy for public transportation, and more.

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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