Executive Administrative Assistant

Fortive • Everett, WA

7h

About The Position

Maximize Executive's efficiency and priorities including booking appointments, managing to-do and maintaining frequently changing calendar through Outlook. Make sure the executive's day is organized and productive Coordinate all aspects of executive level appointments, meetings, receptions and conference calls, including booking of rooms, ordering of food, disseminating of materials, working with other administrative staff, etc. Book and/or coordinate travel arrangements including both domestic and international travel (air, ground, hotels, dining, and tours, etc.) Prepare Executive for meetings by clarifying purpose of each meeting, prepare agenda, pull background materials and prepare briefing documents. Following meetings, help coordinate additional administrative support whenever necessary, conduct follow-up tasks or activities, and ensure timely completion of commitments made Create and/or assist with the creation and modification of presentation materials, spreadsheets, and other various documents using Power Point or other software programs Serve as gatekeeper of the Executive's time, schedules, and information while maintaining a courteous manner Prepare, reconcile, and track expense reports Oversee department operations, including invoice processing and review Partner with the Executive team and other Executive Assistants to create a seamless support environment

Requirements

• 5+ years of previous experience supporting senior executives
• Proficiency with Microsoft Office: Outlook, Excel, Word, PowerPoint, and SharePoint
• Detailed planning, time management, and organizational skills
• Exceptional written, verbal, and interpersonal communication skills
• Understands and meets deadlines and time-sensitive issues in a fast-paced environment
• Builds relationships with the assistant community as well as with internal/external leaders and other team members
• Maintains confidentiality and acts with discretion with a high degree of maturity/professionalism with senior leadership
• Quickly learns and adopts new technologies
• Able to change direction as needed and perform with unanticipated interruptions or pressures
• Collaborative, team player; willing to jump in and do the work needing to be done

Nice To Haves

• Experience managing projects through completion
• Event planning and management experience
• Associate or bachelor's degree

Responsibilities

• Booking appointments
• Managing to-do list
• Maintaining calendar through Outlook
• Coordinate executive level appointments, meetings, receptions and conference calls
• Book and/or coordinate travel arrangements
• Prepare Executive for meetings
• Coordinate additional administrative support
• Create and/or assist with the creation and modification of presentation materials, spreadsheets, and other various documents using Power Point or other software programs
• Serve as gatekeeper of the Executive's time, schedules, and information
• Prepare, reconcile, and track expense reports
• Oversee department operations, including invoice processing and review
• Partner with the Executive team and other Executive Assistants to create a seamless support environment

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees