Executive Assistant

Hach•Bellevue, WA

21d•Onsite

About The Position

The Executive Assistant provides administrative support exclusively for the President of Sea-Bird Scientific. Under the direction of the President, works with minimal supervision to handle details of a highly confidential and critical nature. The Executive Assistant requires in-depth knowledge of company operations, policies, procedures, and functions. This role also contributes to a positive and productive work environment by overseeing office facilities and supporting employee engagement initiatives. This position is part of the Administrative team located in Bellevue, WA and will be on-site.

Requirements

High School Degree required, Business school or college courses preferred in a relevant subject area, office administration.
5+ years experience supporting a CEO/President mid-sized company.
Proven organizational and time-management skills, with the ability to manage multiple priorities accurately, efficiently, and within established deadlines.
Exceptional attention to detail and a demonstrated commitment to producing high-quality, accurate work.
Ability to work independently, exercise sound judgment, take ownership of responsibilities, and proactively learn about the business, industry, and organization.
Strong ability to prioritize and reprioritize work in a fast-paced, dynamic environment while maintaining meticulous follow-through on commitments and deadlines.
Critical thinker and proactive problem solver with a solutions-oriented mindset and the ability to investigate issues, identify root causes, and implement effective countermeasures.
Comfortable asking thoughtful questions when priorities, expectations, or direction require clarification, and able to provide and receive candid, constructive feedback.
Excellent verbal and written communication skills, with the confidence and professionalism to interact effectively with individuals at all levels of the organization, including senior executives, associates, customers, and external partners.
Demonstrated ability to build trusted relationships and collaborate effectively across functions and organizational levels.
High degree of integrity, discretion, reliability, and professionalism, with the ability to appropriately handle confidential and sensitive information.
Advanced proficiency in Microsoft Office, including PowerPoint, Excel, Word, Outlook, and Teams.
Strong technical aptitude and ability to independently troubleshoot common technology and meeting-related issues.
Fluent written and spoken English.

Responsibilities

Manage and coordinate the President’s complex calendar, strategically prioritizing internal and external meetings, time-sensitive discussions, calls, and appointments across multiple time zones.
Coordinate all aspects of executive, leadership, and all-employee meetings, including conference room reservations, virtual meeting setup, catering, transportation, printing, and other meeting logistics for onsite, customer, and offsite meetings.
Serve as a trusted partner to the President in preparing for executive meetings, including scheduling, agenda development, preparation and consolidation of presentation materials, and ensuring consistency and quality of meeting documentation.
Attend executive meetings as needed, organize and archive meeting materials, document key actions, and proactively follow up on commitments, owners, and deadlines.
Monitor incoming emails, identify action items and priorities, and help ensure timely and appropriate responses.
Track the status of key deliverables and partner with the President to establish and manage action plans to ensure deadlines and commitments are met.
Plan and execute offsite meetings for the President, including budget management, venue sourcing, site visits, contract negotiations, vendor management, and end-to-end logistics.
Coordinate comprehensive domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries, ensuring seamless logistics across multiple time zones.
Proactively manage last-minute travel changes, disruptions, and competing priorities with discretion, adaptability, and responsiveness.
Independently prepare and process expense reports and purchase orders, maintaining a strong understanding of expense, invoicing, purchasing, and budget procedures.
Review and approve expense reports, purchase orders, holiday requests, and other administrative approvals on behalf of the President, ensuring compliance with company policies and efficient workflow.
Prepare, review, edit, and refine executive and company-wide communications, including President’s letters, employee communications, organizational announcements, speeches, presentations, and meeting materials, ensuring clarity, accuracy, consistency, and alignment with organizational messaging.
Communicate directly and on behalf of the President with internal and external stakeholders.
Serve as a key liaison between the President’s office, senior leadership, internal departments, customers, and external partners, maintaining credibility, confidentiality, trust, and strong working relationships.
Manage and regularly update internal email distribution lists in partnership with HR and IT to ensure accurate and efficient communication across teams.
Coordinate the onboarding of new direct reports, including immersion plans, IT equipment, corporate credit cards, access requirements, and other onboarding logistics.
Develop, document, and implement standardized administrative procedures and workflows to streamline operations and improve team productivity.
Proactively identify and recommend creative solutions to enhance communication strategies, administrative processes, and overall organizational effectiveness.
Provide project management support for office design, space planning, and workplace optimization initiatives, including moves, additions, workstation changes, and infrastructure requirements.
Partner with the Facility Manager and other stakeholders to ensure the smooth and efficient operation of headquarters facilities.
Coordinate a welcoming experience for visitors, including transportation, lodging, and other logistical recommendations and arrangements.
Serve as a point of contact for questions and requests related to office operations, procedures, facilities, and workplace services.
Oversee common areas and coordinate maintenance, mailing, shipping, supplies, equipment, and other office requirements.
Manage incoming mail and packages and coordinate domestic and international shipments.
Coordinate the ordering and stocking of office supplies and materials.
Partner with IT to address office equipment and technology issues in common areas and conference rooms.
Manage relevant vendor relationships and oversee breakroom, kitchen, and self-service snack programs, ensuring appropriate inventory, service quality, cost management, and a positive associate experience.
Lead and support special projects and strategic initiatives as assigned by the President, ensuring effective planning, coordination, execution, and follow-through.
Actively participate in the planning and execution of employee engagement and company events, including holiday celebrations, community events, team-building activities, and other company initiatives.
Serve as a resource to the Engagement Committee, providing meeting facilitation, event-planning guidance, project coordination, and hands-on support for event execution.
Collaborate cross-functionally to ensure projects, events, and initiatives are delivered effectively, on time, and in alignment with organizational priorities.