A Place for Mom

  • Executive Assistant

    Job Location(s) US-WA-Seattle
    Job ID
    2018-3113
    # of Openings
    1
    Category
    Administrative/Clerical
  • Overview

    This primary focus of this position is to provide scheduling, travel, expense, and day to day support to the Chief Product Officer and Chief Marketing Officer + their associated teams, as needed

    • Calendar management; look ahead and resolve any conflicts with a sense of urgency and minimal oversight
    • Prioritize requests, appropriately asking questions and/or flagging potential issues as appropriate
    • Process monthly Concur expense reconciliation, submittals, plus review for accuracy and compliance with company policy for approvals on behalf of your executive
    • Travel coordination; flight arrangements, hotel accommodations, transportation needs and procuring any necessary documentation such as passports, visas, or other clearances
    • Serves as the point of contact between the leadership team, employees, external clients and partners
    • Handles legal disclosure, privileged and confidential processes, documents and information with the utmost discretion
    • Thinks strategically with a broad view, incorporating information from various sources, anticipating future needs and using connections to make smart business choices

    Responsibilities

    Offsite Meeting Coordination:

    • Identify meeting dates, cross reference key participants availability, launch tentative calendar invites in an effort to address conflicts in advance; within the calendar invite communicate all of the pertinent details
    • Research locations and lead contract negotiation directly with the hotel; coordinate with APFM legal to ensure contracts are precise; prior to committing to a vendor, or signing a contract
    • Secure a room rate, manage the rooming list, identify AV needs, and catering for the duration of the meeting, secure offsite group dinner reservations and any external activity
    • Agenda/presentation creation and dissemination; work backwards to ensure prep time is allocated within the schedule

     

    Administrative Tasks:

    • Given a general direction; explore and identify process improvements that support department vision or goals or increase executive /director capacity
    • Manage department space and facilities needs
    • Coordinates document production and ensures meeting materials are provided to key participants and the appropriate conference lines/ webinars are disseminated in a timely manner
    • Oversees ad-hoc projects to completion
    • With moderate direction; proactively and independently identifies/gathers information and makes recommendations to address/resolve complex business issues
    • Manage new employee onboarding within your teams

     

    Qualifications

    • Must possess a vast knowledge of Microsoft products; with particular focus on Outlook for calendar management due to the high level of activity
    • Strong written and verbal skills
    • 5 years’ experience in a senior administration assistant or executive assistant role
    • Education Requirements: Bachelor’s degree preferred

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