Executive Assistant & Site Office Manager, Seattle

Pacvue•Seattle, WA

13d•$105,000 - $120,000•Hybrid

About The Position

Pacvue is seeking a C-level Executive Assistant and Office Manager for our fast growing Seattle location. The AE needs to be experienced in supporting top level executives with day-to-day administrative support and calendar management. Additionally, this role will be responsible for all aspects of office management including on prem support, ordering supplies, maintaining kitchen, supporting in person events and meetings as well as employee experience activities Our EA needs to be self-directed and be able to think on behalf of an executive, especially when thinking through details related to travel, business meetings, conferences and events. Quick responsiveness, attention to details and strong communications skills are essential.

Requirements

Experience supporting C-level executives in a fast-paced, ever-changing environment
Highly autonomous, but a team player willing to collaborate with the EA staff as well as across the company with key contacts
Takes the initiative and is extremely customer focused and organized
Comfortable navigating complicated calendars, international and US time zones
Able to make decisions and execute flawlessly
Quick learner with new technology and comfortable adapting to different systems. Our team uses Outlook, Zoom, and Slack
Strong project management and communication skills

Responsibilities

Calendar Management – Scheduling meetings, small in-office/on-site gatherings, weekly 1:1 check-ins. These calendars are ever-changing and often will need to navigate multiple time zones. Most meetings are on zoom, but occasionally, there is a need to manage in-person logistics.
Travel – Assist in planning business trips, often requiring international travel. Planning includes air, transportation, lodging, scheduling business meetings, visa submissions, meals, etc. Travel may also include coordination with local events or conferences.
Expenses – Submit expenses from internal meetings, travel, conferences, meals, etc. using our internal expense management system.
Internal Coordination – work closely with the internal admins to ensure excellent flow of communication and information so that the team is well aligned and works in a collaborative manner.
Meeting management – As needed, help organize, send invites, track responses, gather materials, decks for internal and external meetings. Ensure zoom links and presentations are submitted prior to the meeting and that presenters are prepared.
Order supplies and business cards as requested.
Event/Meeting Coordination – manage the organization, agenda, materials, and all logistics related to events. May include customer/partner meetings, board meetings and executive offsites.
On-site support – ensure employees have key card access, seating, tech set-up (with the support of the IT team). Order supplies and receive packages. Maintain an orderly work area and kitchen
Employee Experience – curate in office get-togethers, happy hours, volunteering & community events.