Senior Executive Assistant - High Profile

Unclassified - Seattle, WA

Full-time

Seattle, WA

About the position

The position involves providing highly advanced administrative support to the Executive Vice President or higher. This role requires the ability to organize and prioritize a high volume of phone calls, inquiries, and complex requests for information. The individual will screen and prioritize direct inquiries for the senior executive, ensuring that the most critical matters are addressed promptly. Additionally, the role includes leading and organizing complex activities such as team meetings, cross-functional meetings, conferences, and departmental activities. The candidate will act as a host and facilitator during these meetings, developing meeting agendas, taking minutes, and distributing them accordingly. Tracking and following through on action items is also a key responsibility. The position requires composing, typing, signing, and releasing correspondence, as well as conducting research for background material and collecting data for reports, meetings, events, and correspondence. The candidate will create various charts, tables, graphs, and presentation materials, often containing confidential content, and will be responsible for editing copy for spelling, grammar, and layout. General administrative activities such as organizing and maintaining filing systems, processing paperwork, invoices, and expense reports, and managing mail are also part of the job. The role involves organizing both routine and complex domestic and international travel in compliance with company policies and procedures. The candidate will effectively manage executive and function master calendars, paying close attention to accuracy, detail, and the allocation of time and resources to promote productivity and successful execution of executive, function, and company goals and objectives. Handling highly confidential, extremely complex, and non-routine information is a regular part of the job. The candidate will also support the budget process by reviewing and auditing department expenses as assigned, coordinating budget and forecast requirements for the business unit or consolidated department, and providing research and analysis for variance reporting. Leading and executing special projects is another critical aspect of this role.

Responsibilities

• Provides highly advanced administrative support to Executive Vice President or above.
• Organizes and prioritizes phone calls, inquiries, and complex or high volume requests for information.
• Screens and prioritizes direct inquiries for senior executive.
• Leads and organizes highly complex activities such as team and cross-functional meetings, conferences, and department activities.
• Acts as host and facilitator at meetings.
• Develops meeting agendas and takes and distributes minutes.
• Tracks and follows through on action items.
• Composes, types, signs, and releases correspondence.
• Researches background material and collects data for reports, meetings, events, and correspondence.
• Creates various charts, tables, graphs, and presentation materials, often containing confidential content.
• Edits copy for spelling, grammar, and layout.
• Performs general administrative activities including organizing and maintaining filing systems; processing of paperwork, invoices, and expense reports; prioritizing, distributing, and acting on mail.
• Organizes both routine and complex domestic and international travel in compliance with company policies and procedures.
• Effectively manages executive and function master calendars with attention to accuracy, detail, and allocation of time and resources.
• Handles highly confidential, extremely complex, and non-routine information.
• Supports budget process by reviewing and auditing department expenses as assigned.
• Coordinates budget and forecast requirements for business unit or consolidated department and provides research and analysis for variance reporting.
• Leads and executes special projects.

Requirements

• Progressive administrative experience: 8+ years.
• Providing support to executive level management or equivalent: 8+ years.
• Project management: 8+ years.
• Experience in a fast-paced environment: 8+ years.
• Ability to interact with senior management and communicate effectively.
• Ability to effectively lead a team and influence others.
• Ability to communicate clearly and concisely, both orally and in writing, with attention to detail.
• Consistently demonstrated and advanced problem-solving skills.
• Ability to influence teams and individuals.
• Ability to exercise sound judgment and independent decision-making.
• Maintains confidentiality regarding all matters and demonstrates a high level of integrity.
• Ability to work independently, as part of a team, and as a peer leader.
• Expert proficiency in Microsoft Office Suite.
• Expert knowledge of general office administration, procedures, and equipment.