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Administrative Coordinator

2 months ago

Seattle, Washington, United States Addison Group Full time

{"Job Title": "Executive Assistant", "Job Summary": "We are seeking a highly organized and proactive Executive Assistant to support our executive leadership team at Addison Group. 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.", "Key Responsibilities": [{"title": "Meeting Coordination and Calendar Management", "description": "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."}, {"title": "Travel Arrangements", "description": "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."}, {"title": "Communication and Correspondence", "description": "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."}, {"title": "Administrative Support", "description": "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."}, {"title": "Special Projects", "description": "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": [{"title": "Experience", "description": "Minimum of 3 years of experience as an Executive Assistant, with a strong focus on scheduling and travel coordination."}, {"title": "Education", "description": "Bachelor's degree in Business Administration, Communications, or a related field preferred."}, {"title": "Skills", "description": "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."}, {"title": "Attributes", "description": "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": [{"title": "Competitive Salary and Bonus Structure", "description": "A competitive salary and bonus structure that reflects your value to the organization."}, {"title": "Health, Dental, and Vision Insurance", "description": "Comprehensive health, dental, and vision insurance to ensure your well-being and that of your loved ones."}, {"title": "401(k) with Company Match", "description": "A 401(k) plan with a company match to help you save for your future."}, {"title": "Paid Time Off and Holidays", "description": "Generous paid time off and holidays to allow you to recharge and spend time with loved ones."}, {"title": "Professional Development Opportunities", "description": "Opportunities for professional development and growth to help you advance in your career."}]}