Executive Assistant

6 days ago

seattle, United States Addison Group Full time

Job Summary:

We are seeking a highly organized and proactive Executive Assistant to support our executive leadership team. The ideal candidate will excel in managing complex schedules, coordinating domestic travel logistics, and handling a wide range of administrative tasks with efficiency and professionalism. This role requires a detail-oriented individual who can anticipate needs, prioritize tasks, and maintain a high level of confidentiality.


Please note: parking is FREE


Key Responsibilities:

1. Meeting Coordination and Calendar Management:

  • Manage and optimize the executive's daily, weekly, and monthly schedules, ensuring efficient use of time.
  • Coordinate, schedule, and confirm internal and external meetings, appointments, and conference calls.
  • Prepare meeting agendas, presentations, and related materials.
  • Arrange for meeting rooms, catering, and necessary equipment.
  • Handle last-minute changes and conflicts in the schedule with poise and efficiency.
  • Maintain an organized system of tracking and following up on meeting action items.

2. Travel Arrangements:

  • Plan and coordinate travel itineraries, including flights, accommodations, ground transportation, and other logistics.
  • Prepare detailed travel itineraries and ensure all necessary documents are in order.
  • Anticipate and resolve travel-related issues, such as delays or cancellations, and provide timely updates to the executive.
  • Reconcile travel expenses and prepare expense reports in accordance with company policies.

3. Communication and Correspondence:

  • Act as the primary point of contact for the executive, managing incoming calls, emails, and correspondence with professionalism.
  • Draft, review, and edit emails, letters, and reports on behalf of the executive.
  • Liaise with internal departments, clients, and external stakeholders to facilitate communication and information flow.

4. Administrative Support:

  • Handle confidential and sensitive information with discretion.
  • Maintain organized filing systems for both digital and physical documents.
  • Assist in the preparation of reports, presentations, and other documents as needed.
  • Perform general administrative duties, including ordering office supplies, processing invoices, and managing office operations – including daily provisioning and upkeep of kitchen area.

5. Special Projects:

  • Support the executive in various special projects, which may include research, event planning, or other initiatives.
  • Take on additional responsibilities as needed to ensure the success of the executive and the organization.


Qualifications:

  • Experience: Minimum of 3 years of experience as an Executive Assistant, with a strong focus on scheduling and travel coordination.
  • Education: Bachelor’s degree in Business Administration, Communications, or a related field preferred.
  • Skills:
  • Exceptional organizational and time-management skills.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar management tools.
  • Strong written and verbal communication skills.
  • Ability to multitask, prioritize, and adapt in a fast-paced environment.
  • Attention to detail and a high level of accuracy.
  • Discretion and integrity in handling confidential information.
  • Attributes:
  • Proactive and self-motivated with a solution-oriented mindset.
  • Ability to work independently and as part of a team.
  • Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.


Benefits:

  • Competitive salary and bonus structure
  • Health, dental, and vision insurance
  • 401(k) with company match
  • Paid time off and holidays
  • Professional development opportunities

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