Executive Assistant

Robert Half - Seattle, WA

Full-time - Entry Level

Seattle, WA

Administrative and Support Services

About the position

We are seeking an Executive Assistant for a short-term contract employment opportunity in Seattle, Washington. This role is pivotal in managing and maintaining senior leadership schedules, coordinating travel arrangements, and ensuring the smooth operation of office tasks. The Executive Assistant will be responsible for a variety of administrative tasks that require a high level of discretion and organizational skills. The ideal candidate will thrive in a fast-paced environment and be able to handle multiple priorities with ease. This position is essential for supporting the senior leadership team and ensuring that all office operations run smoothly. In this role, the Executive Assistant will manage and prioritize senior leadership calendars, ensuring all appointments are scheduled and attended. The candidate will coordinate and plan both domestic and international travel arrangements, including the creation of detailed trip itineraries. Additionally, the Executive Assistant will maintain the office's filing system to ensure documents are easily accessible and handle incoming phone calls professionally, accurately recording messages and passing them on to the relevant party. The role also involves managing confidential documents, conducting research, and preparing presentations or reports as required by the senior leadership team. The Executive Assistant will utilize Microsoft Office Suite for various administrative tasks and will be responsible for handling customer inquiries and resolving any issues promptly and efficiently. Monitoring customer accounts and processing customer credit applications accurately will also be part of the responsibilities. This position requires a proactive individual who can work independently and as part of a team, demonstrating initiative and a commitment to continuous improvement and personal development.

Responsibilities

• Manage and prioritize senior leadership calendars, ensuring all appointments are scheduled and attended
• Coordinate and plan both domestic and international travel arrangements, including the creation of detailed trip itineraries
• Maintain the office's filing system to ensure documents are easily accessible
• Handle incoming phone calls professionally, accurately record messages and pass them on to the relevant party
• Manage confidential documents, ensuring they are stored securely and are accessible only to those authorized
• Conduct research and prepare presentations or reports as required by the senior leadership team
• Use Microsoft Office Suite for various administrative tasks
• Handle customer inquiries and resolve any issues promptly and efficiently
• Monitor customer accounts and take appropriate action based on the account status
• Process customer credit applications accurately and efficiently, maintaining accurate records throughout.

Requirements

• Proficiency in Microsoft Office Suite, particularly advanced knowledge of Excel, PowerPoint, and Word
• Exceptional communication skills, both verbal and written, for correspondence and conference calls
• Proven experience in calendar management, including scheduling and coordinating meetings
• Ability to take detailed and accurate meeting notes and distribute them to relevant parties
• Strong organizational skills and ability to prioritize tasks efficiently
• Experience in handling confidential information with discretion
• Ability to work independently and in a team, demonstrating initiative and proactivity
• High level of professionalism and ability to interact with executives and clients
• Demonstrated problem-solving skills and ability to manage complex situations
• Willingness to learn new systems and processes quickly
• Flexibility to handle changing schedules and last-minute adjustments
• Commitment to continuous improvement and personal development.

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life insurance
• Disability insurance
• 401(k) plan