A Place for Mom

  • Executive Assistant

    Job Location(s) US-WA-Seattle
    Job ID
    2018-3320
    # of Openings
    1
    Category
    Sales
  • Overview

    This primary focus of this position is to provide scheduling, travel, expense, and day to day support to the Chief Sales Officer.

    • 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

    Responsible for all aspects of communication and overall logistics from start to finish, which include, but is not limited to;

    • Identify meeting dates in 12-month increments, 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
    • Monitor and maintain the budget for all Sales related meetings

     

    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
    • Coordinates and oversees monthly field all hands meeting
    • Oversees ad-hoc projects to completion
    • With moderate direction; proactively and independently identifies/gathers information and makes recommendations to address/resolve complex business issues
    • Procure holiday cards and gifts for the sales team
    • Help drive company culture amongst the Sales team
    • Manage team email aliases and vacation OOTO banners for department

    Qualifications

    • Vast knowledge of Microsoft products with particular focus on Outlook for calendar management due to the high level of activity
    • The ability to travel and be onsite for each meeting to ensure that it runs smoothly (estimated 30% travel)
    • 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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