Administrative Assistant II

Lumen Technologies • Bellevue, WA

5d • $45,021 - $60,027 • Onsite

About The Position

In this role, you will be the cornerstone of our vibrant office, ensuring the workplace runs smoothly and remains both professional and inviting for all visitors, staff, and senior leadership. Your role demands sophisticated multitasking, a high sense of discretion, and the ability to anticipate and fulfill the needs of stakeholders at every level, often simultaneously. This is a fully on-site position, Monday- Friday, located in Bellevue, Washington.

Requirements

• Minimum 4 years’ experience in a customer-facing, administrative, or reception role within a complex, multi-stakeholder environment.
• Exceptional verbal and written communication skills, including experience interfacing with senior executives.
• Advanced proficiency with Microsoft 365 and digital communication tools (e.g., Teams, Zoom), as well as executive scheduling and visitor management systems.
• Outstanding organizational skills and unwavering attention to detail, particularly when juggling multiple senior leaders’ needs.
• Demonstrated ability to prioritize, multitask, and adapt in a fast-paced, ever-changing environment with high expectations from leadership.
• Experience with advanced scheduling, confidential visitor management, and digital supply ordering systems tailored to executive preferences.
• Highest standards of professionalism, discretion, and customer service orientation.
• Ability to manage confidential and sensitive information with impeccable integrity.
• Creative problem-solving skills and an eagerness to embrace new technologies and best practices.

Responsibilities

• Serve as the first point of contact for all visitors, managing inquiries and directing guests appropriately, both in person and via video conferencing.
• Implement and oversee office security protocols, including digital check-in systems, visitor badge management, access control compliance, and confidentiality standards.
• Coordinate complex schedules and high-level meetings involving senior leadership, confidential briefings, and sensitive guest interactions.
• Maintain reception and common areas to executive-ready standards, ensuring cleanliness, functionality, and compliance with health and safety regulations.
• Manage employee and visitor access, including badge issuance, temporary credentials, and security system updates.
• Own office parking logistics, including maintaining rosters, managing billing, and coordinating with internal partners.
• Order, track, and replenish office and kitchen supplies, ensuring inventory aligns with employee and leadership needs.
• Act as the primary point of contact for catering, vendor relationships, building management, deliveries, and construction coordination.
• Schedule conference rooms and assist with logistics for meetings and events upon request.
• Provide daily oversight of office readiness, including end-of-day cleanup of shared spaces.
• Support executive assistants and visiting leaders, ensuring seamless onsite experiences for non-local teams.
• Manage work orders and facility requests, including submitting, tracking, and closing maintenance tickets.
• Maintain accurate digital logs of visitor records, incidents, and operational updates, ensuring confidentiality and compliance.
• Support hybrid meetings and executive presentations, including technical setup and coordination.
• Plan and execute onsite meetings and events, managing logistics, materials, and confidentiality requirements.
• Monitor and prioritize communication across email and messaging platforms, ensuring responsiveness to time-sensitive and executive requests.
• Identify and implement process improvements to enhance office efficiency and overall experience.
• Lead cross-functional office initiatives, balancing competing priorities, timelines, and stakeholders.
• Mediate and resolve workplace issues with professionalism, discretion, and strong interpersonal skills.
• Contribute to strategic planning efforts by supporting leadership initiatives and operational goals.

Benefits

• Health, Life, Voluntary Lifestyle benefits and other perks that enhance your physical, mental, emotional and financial wellbeing.
• Bonus structure (short-term incentives, long-term incentives and/or sales compensation)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed