Executive Assistant

Full-time - Entry Level

Vancouver, WA

Transit and Ground Passenger Transportation

About the position

Performs, under limited supervision, routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing/maintaining paper and electronic files, and providing information to callers. Oversees Administrative Assistants, Sr Administrative Assistants, and Executive Assistants in the organization and coordinates support for the leadership team.

Responsibilities

• Responsible for training/mentoring Administrative Assistants, Sr Administrative Assistants, and Executive Assistants.
• Responsible for coordinating assistant's support tasks, events, and other executive needs.
• Oversee the performance of Administrative Assistants, Sr Administrative Assistants, and Executive Assistants.
• Act as the point of contact among executives, employees, clients and other external partners.
• Answers telephones and gives information to callers, takes messages, or transfers calls to the appropriate individuals.
• Sets up and maintains paper and electronic filing systems for records, correspondence, and other materials.
• Opens, reads, routes, and distributes incoming mail and other materials. Prepares answers to routine letters.
• Prepares agendas, notices, minutes, and resolutions for corporate meetings.
• Completes and routes forms in accordance with company procedures.
• Arranges conferences, meetings, and travel reservations for office personnel. Coordinates conferences and meetings.
• Prepares the executive's weekly expense reports.
• Administers department programs, projects, and/or processes.
• Orders and dispenses supplies.
• Makes copies of correspondence and other printed material.
• Coordinates interview schedules and travel arrangements for executive candidates.
• May assist in other processes such as reconciliation, expense report preparation, invoicing, annual budget development/compilation, etc.

Requirements

• High School Diploma or Equivalent Required
• Associate's Degree preferred
• 10+ years related experience.
• Proficient Microsoft Office skills.
• Excellent written and verbal communication skills.
• Excellent organizational and follow-up skills.
• Strong attention to detail.
• Ability to utilize office equipment such as fax machines, copiers, and phone systems; able to use computers for spreadsheet, word processing, database management, and other applications.

Benefits

• Competitive compensation and benefits including physical and mental health initiatives, medical/dental/vision, 401(k), and paid holiday/vacation.
• Professional advancement opportunities through promotion from within.
• Extensive training in safety and security, injury prevention, technology and equipment, and job efficiency.
• Commitment to diversity and inclusion in the workplace.
• Community service and impact opportunities.