The Calendar Group
Executive Personal Assistant - C suite - Seattle
Seattle, WA - Full Time
Our client is seeking an Executive Assistant to support the CEO and COO in their Seattle office. The executive assistant will manage executive office communication and serve as a liaison on various projects and tasks. They will plan and orchestrate work to ensure the executive office priorities are met, organizational goals are achieved, and best practices are upheld.
ESSENTIAL FUNCTIONS:
· Serve as primary point of contact for the CEO/COO via telephone, e-mail, and in person with key internal and external stakeholders.
· Manage, monitor, and arrange the CEO/COO calendar, participation in meetings/conference calls, events, and other activities.
· Draft and prepare correspondence for CEO/COO. Coordinate and assist preparation of materials/presentations for CEO/COO for meetings and events. Draft and prepare meeting summaries/minutes. Attend meetings as needed to facilitate next steps to organize the team.
· Prepare travel arrangements for CEO/COO and leadership team, and process invoices, check requests, and expense reports.
· Organize a weekly meeting with the CEO to debrief on staff project requests/needs, upcoming travel, and overall preparation for weekly deliverables.
· Work independently and within a team on special non-recurring and ongoing projects.
· Serve as the primary administrative support function for the Leadership Team, as needed.
· Oversee and coordinate all office related engagement needs, including cards, letters, branded promotional items, employee, and farmer appreciation gifts.
· Coordinate the preparation of all board reports, strategic documents, public communications, PowerPoint presentations to prepare the Executive Team for meetings with internal and external constituencies.
· Respond to general email inquiries and phone calls, ensuring effective communications both internally and externally to maintain the professional image.
· Assist with Salesforce database input and maintenance of information as it pertains to Board members.
QUALIFICATIONS:
· Ability to manage multiple projects simultaneously and independently; willingness to wear “many hats” and adapt as organizational priorities change.
· Exceptional organizational and prioritization skills with meticulous attention to detail.
· Demonstrated customer service mindset.
· Ability to function well in a high-paced environment.
ESSENTIAL FUNCTIONS:
· Serve as primary point of contact for the CEO/COO via telephone, e-mail, and in person with key internal and external stakeholders.
· Manage, monitor, and arrange the CEO/COO calendar, participation in meetings/conference calls, events, and other activities.
· Draft and prepare correspondence for CEO/COO. Coordinate and assist preparation of materials/presentations for CEO/COO for meetings and events. Draft and prepare meeting summaries/minutes. Attend meetings as needed to facilitate next steps to organize the team.
· Prepare travel arrangements for CEO/COO and leadership team, and process invoices, check requests, and expense reports.
· Organize a weekly meeting with the CEO to debrief on staff project requests/needs, upcoming travel, and overall preparation for weekly deliverables.
· Work independently and within a team on special non-recurring and ongoing projects.
· Serve as the primary administrative support function for the Leadership Team, as needed.
· Oversee and coordinate all office related engagement needs, including cards, letters, branded promotional items, employee, and farmer appreciation gifts.
· Coordinate the preparation of all board reports, strategic documents, public communications, PowerPoint presentations to prepare the Executive Team for meetings with internal and external constituencies.
· Respond to general email inquiries and phone calls, ensuring effective communications both internally and externally to maintain the professional image.
· Assist with Salesforce database input and maintenance of information as it pertains to Board members.
QUALIFICATIONS:
· Ability to manage multiple projects simultaneously and independently; willingness to wear “many hats” and adapt as organizational priorities change.
· Exceptional organizational and prioritization skills with meticulous attention to detail.
· Demonstrated customer service mindset.
· Ability to function well in a high-paced environment.
