Correspondence Manager & Principal Operations Assistant

Gates Ventures • Kirkland, WA

3d • $115,000 - $125,000 • Onsite

About The Position

This is a unique opportunity to apply administrative, tactical, and strategic skillset in support of the Executive Office. The role provides proactive, high-level administrative and project management support across both business and personal priorities, including complex correspondence and initiative tracking.
Unlike a traditional Executive Assistant role, this position focuses less on calendar management and direct principal support and more on correspondence management, operational systems, and project management and cross-team execution on behalf of the Executive Office.
This position also serves as a resource and mentor to administrative teams across the organization and collaborates closely with the leadership team on cross-company initiatives, strategy, and communications. While integral to the Executive Office, this is a behind-the-scenes role and does not involve direct, day-to-day interaction with the principal.

Requirements

• Any combination of relevant academic and work experience.
• Enthusiasm about the function and importance of behind-the-scenes administrative support.
• Maturity, kindness, warmth, graciousness, and a keen understanding of the importance of discretion.
• Adaptability and positive, team-focused approach to work assignments and responsibilities.
• Demonstrated outstanding interpersonal and communications skills, including the ability to build community and earn trust quickly.
• Proven skill and enthusiasm for the art of writing.
• Flexible in changing situations. Proactive ability to anticipate needs and address problems before they occur.
• Able to manage several projects at a time with constant interruptions.
• Positive, cooperative, and professional attitude even in stressful and time-sensitive situations.
• Demonstrated experience maintaining confidentiality and privacy.
• Able to pass extensive background investigation.
• Fluency in Microsoft Office, particularly Outlook and OneNote. Prior experience managing CRM systems preferred.
• This role is based in our Kirkland office.
• As with most high-level administrative support positions, some work will be required outside of normal office hours, including occasional evenings, weekends, and holidays.

Nice To Haves

• Prior experience managing CRM systems preferred.

Responsibilities

• Monitor all incoming correspondence and gifts; routing appropriately and following up to ensure all communications are fully addressed.
• Coordinate outgoing correspondence from partner teams, ensuring principal alignment, voice, and grammatical accuracy.
• Serve as a collaborative liaison and partner to teams within and external to Gates Ventures.
• Coordinate extensive mass mailing projects, from inception to execution.
• Comprehensively manage and update the Executive Office and Principal’s CRM contacts, ensuring timely updates and comprehensive tracking.
• Maintain complex records and tracking systems for large-scale, highly detailed projects, continuously reassessing priorities and proactively communicating changes.
• Track book inventory and in-office library.
• Handle autograph requests as directed and maintain records.
• Some invoice and expense reporting management, as needed.
• Other duties as needed to support the smooth operation of the principal’s business and personal affairs.

Benefits

• Gates Ventures offers a comprehensive benefits package including medical, dental, vision, life, and disability insurance and a 401(k) program with employer match.
• Our benefits also include generous paid time off for vacation, sick leave, and holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees