Executive Assistant/Office Manager

Snohomish Health and Rehabilitation•Snohomish, WA

About The Position

Job Description: Executive Assistant Location: Snohomish, WA Role Overview We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our leadership team. This role is the "face and voice" of the executive office, requiring a seamless blend of high-level administrative coordination, professional reception management, and complex calendar logistics. The ideal candidate thrives in a fast-paced environment and possesses the ability to anticipate needs before they arise, ensuring our executives can focus on high-priority strategic goals. Key Responsibilities 1. Administrative Excellence Provide high-level administrative support, including drafting correspondence, preparing reports, and managing sensitive documentation. Maintain organized digital and physical filing systems to ensure information is easily retrievable. Process expense reports, track budgets, and manage vendor relationships as needed. Assist with special projects and research to support executive decision-making. 2. Reception & Front-Facing Representation Serve as the primary point of contact for internal and external stakeholders, mirroring the executive’s professional tone and values. Manage incoming communications (phone, email, and mail), screening inquiries and redirecting them to the appropriate departments. Greet high-level guests, clients, and partners with a warm, polished demeanor. 3. Strategic Appointment & Calendar Management Maintain a complex and ever-changing appointments and executive calendar, resolving scheduling conflicts with minimal oversight. Coordinate all aspects of meetings, including room bookings, technology setup, catering, and agenda distribution. Arrange detailed domestic travel itineraries, ensuring all logistics (flights, hotels, and transport) are synchronized. Qualifications Experience: [3]+ years of experience in administrative support, office management, or a similar role. Technical Skills: Proficiency in Google Workspace or Microsoft Office (Outlook, Word, Excel, PowerPoint). Communication: Exceptional verbal and written communication skills with a focus on diplomacy and discretion. Organization: Proven ability to manage multiple priorities simultaneously while meeting strict deadlines. Professionalism: A high degree of integrity and the ability to handle confidential information with absolute secrecy.

Requirements

[3]+ years of experience in administrative support, office management, or a similar role.
Proficiency in Google Workspace or Microsoft Office (Outlook, Word, Excel, PowerPoint).
Exceptional verbal and written communication skills with a focus on diplomacy and discretion.
Proven ability to manage multiple priorities simultaneously while meeting strict deadlines.
A high degree of integrity and the ability to handle confidential information with absolute secrecy.

Responsibilities

Provide high-level administrative support, including drafting correspondence, preparing reports, and managing sensitive documentation.
Maintain organized digital and physical filing systems to ensure information is easily retrievable.
Process expense reports, track budgets, and manage vendor relationships as needed.
Assist with special projects and research to support executive decision-making.
Serve as the primary point of contact for internal and external stakeholders, mirroring the executive’s professional tone and values.
Manage incoming communications (phone, email, and mail), screening inquiries and redirecting them to the appropriate departments.
Greet high-level guests, clients, and partners with a warm, polished demeanor.
Maintain a complex and ever-changing appointments and executive calendar, resolving scheduling conflicts with minimal oversight.
Coordinate all aspects of meetings, including room bookings, technology setup, catering, and agenda distribution.
Arrange detailed domestic travel itineraries, ensuring all logistics (flights, hotels, and transport) are synchronized.