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Executive Assistant

Seattle, WA 98109 | Contract To Hire

Post Date: 07/27/2018 Job ID: 18691 Industry: Other Area(s)

We are seeking a highly skilled administrative professional to provide a wide range of administrative, planning, and executive level support services to our group of leaders of our administrative departments, including the COO, CFO, and GC.
The Executive Assistant supports the Administrative leaders with managing calendars, document preparation, information coordination, project management, and relationship management.
This individual will often serve as the first point of contact, requiring effective and competent interaction and communication with senior  level professionals  both internally and externally.  
This  position works both independently and in close collaboration with stakeholders at multiple levels of the organization.

  Primary Job Responsibilities 
  • Calendar Management.  Manage  and maintain complex calendars in a dynamic environment,  requiring frequent  re-prioritization and shifting of appointments.  Make appropriate, informed decisions regarding available  time.  May include rescheduling, postponing, or  relocating meetings to optimize the available resources as well  as  participants’ time.  Keep executive teams apprised of calendar,  action items, agenda preparation and materials coordination.
  • Meeting Management.  Schedule  and manage internal  and external meetings, as well as video and teleconferences.  This includes coordination of all  event  logistics and details such as facilities set-ups, catering, travel  arrangements and itineraries, meeting documentation and presentation preparation.
  • Materials Preparation. Research  and prepare materials to be presented to the Board of Directors and/or its committees, internal programs and projects, and  for  use by the executives in resolving complex or sensitive problems.
  • Document Preparation. Compose  routine  correspondence including letters, memos, emails, and timely  responses to actionable requests.  Proofread and edit documents for  content, spelling and grammar and typographical  errors.  Create  presentations, spreadsheets and  administrative standard procedures for  the executives supported.
  • Communications Coordination. Facilitate  smooth  and effective communication as first point of contact for the executives supported.  Screen,  direct, and respond to incoming calls and inquiries.  Screen and  prioritize communications making independent judgments  and using discretion  to route or compose responses as appropriate.
  • Financial Management.  Handle/coordinate administrative purchasing for  department. Assist  in maintaining  department budget and expense reconciliations tracking  business  expenses and receipts and preparing expense reports. 
  • Document Retention and Management. Organize  and  maintain filing system, including databases and shared network space for the  executive team.
  • Special Projects. Coordinate  activities  within the department, between other  departments and outside parties. This may include being a visitor liaison, and coordinating moves. Actively  drive special projects as assigned.
  • Collaborating. Work as a positive and collaborative member of the various teams across the organization, including other administrative assistants and other administrative functions.
  • Other. Assists in other administrative functions as required.

  REQUIRED QUALIFICATIONS 
  • High School diploma with 9 years of administrative assistant experience OR Bachelor’ s  degree with 5 years of experience in an administrative assistant capacity supporting intermediate level or  higher.
  • 3+ years of experience supporting  senior/executive leaders.  
  • Experience  coordinating/managing  multiple projects.
  • Experience with MS Office applications,  including  Outlook, Word, Excel and  PowerPoint. 

PREFERRED QUALIFICATIONS
  • 7-10 years of experience in an administrative assistant capacity.
  • Able to use judgment and experience to plan and prioritize work that involves some difficult problems and/or decisions; has advanced skills and uses a high degree of innovation, analysis and reasoning to complete work.
  • Can effectively work with minimal supervision and have considerable latitude for independent judgment.
  • History of producing work product that is consistently complete and accurate with little need to check it.
  • Able to maintain commitment to goals in the face of obstacles and frustrations, has strong sense of urgency about solving problems and getting work done.
  • Has a mindset of continuous improvement and learning and stays composed when faced with new situations or instructions.
  • Ability to  maintain confidentiality of information.
  • Demonstrated ability to look for ways to add value beyond immediate requests.
  • Ability to consistently act in a professional manner that takes into account the situation and context.
  • Possesses strong oral and written communication  skills, including business writing and attention to detail.
  • Tailors communication (e.g., content, style, medium) to diverse audiences; reads cues from listeners to assess when and how to change planned communication approach to effectively deliver message; effectively communicates with all organizational levels.
  • Able to quickly learn new  technologies.
  • History of consistently being accountable for measurable, high-quality and timely work.
  • Prior experience in a finance or legal environment.
  • Ability to  create complex slide decks with  embedded charts in PowerPoint.

About Protingent:  Protingent is a niche provider of top Engineering and IT talent to Software, Electronics, Medical Device, Telecom, and Aerospace companies nationwide. Protingent exists to make a positive impact and contribution to the lives of others as well as our community by providing relevant, rewarding, and exciting work opportunities for our candidates.

Benefits Package: Protingent offers competitive salary, 100% paid health insurance, education/certification reimbursement, pre-tax commuter benefits, Paid Time Off (PTO) and an administered 401k plan.

 

#LI-SD1

Samantha DeLaFuente


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