Executive Assistant

Clearwater Paper and Manchester Industries•Spokane, WA

30d•Onsite

About The Position

The Executive Assistant provides high-level administrative support to C-Suite executive(s) and is a trusted partner to HR leadership. This role manages complex calendars, coordinates meetings and travel, prepares reports and presentations, supports special projects, and assists with a variety of HR administrative activities. The position requires exceptional organizational skills, sound judgment, professionalism, and the ability to anticipate needs while managing multiple priorities in a fast-paced environment. Responsible for office operations, this role is the key point of contact for employees and visitors and oversees office operations in our Spokane, WA corporate office. Activities include vendor management, facilities coordination, mail services, office supply inventory, office snacks, coffee machine maintenance, ensuring an efficient, safe, and well-maintained workplace environment. Champions collaboration and planning for all Spokane-based employee engagement activities, including team luncheons, volunteer opportunities, recognition programs, and social events that foster connection, collaboration, and a positive employee experience.

Requirements

High School Diploma or GED required
3+ years of C-Suite executive level support preferred
3+ years of experience working within a Human Resources function
2+ years experience managing office operations, workplace services, or facilities coordination
2+ years experience in planning company events, leadership meetings, and workplace initiatives
Familiarity with budget tracking, vendor management, and procurement processes
Demonstrated ability to maintain confidentiality and exercise sound judgment
Ability to work independently and manage multiple priorities with minimal supervision
Strong proficiency with Microsoft Office Suite, including Outlook, PowerPoint, Word, and Excel
Exceptional organizational, time management, and prioritization skills
Excellent written and verbal communication skills
Customer service oriented supporting a diverse customer group
Must be able to work with a diverse group of people in a professional manner and be able to handle several work tasks concurrently
Ability to lift 50 lbs.
Ability to sit and stand for long hours.
Some mental, visual, physical fatigue from computer terminal use
Travel <15%

Nice To Haves

Associate or bachelor’s degree in business administration, Human Resources, or a related field strongly preferred

Responsibilities

Support the Talent Acquisition teams through recruiting events, scheduling interviews, etc.
Facilitates onboarding of new hires for salaried corporate roles. Including, I-9’s, equipment/access, forms, credit cards, travel arrangements, office setup, new hire orientation, etc.
Assist with the termination/offboarding process including employee exit meetings, separation FAQs, change forms, and coordination of equipment return and system access
Assist with document management, records retention, and administrative processes
Coordinate employee recognition activities and culture-building initiatives
Assist Corporate salaried employees in the areas of benefits administration including new hires, annual open enrollment period, life events, and dependent verification
Support payroll through proper timecard entries for salaried non-exempt staff and provide training on entering timecards
Provides support with unemployment claims
Maintains local corporate compliance posters
Monitor office budgets and process invoices and purchase orders for vendor payments
Coordinate day-to-day office operations to ensure a professional, organized, and productive workplace environment
Manage office vendors, supplies, equipment, and services
Manage office snacks, beverages, and coffee machine maintenance
Manage incoming and outgoing mail, including sorting, distributing, shipping, and coordinating courier services
Oversee office maintenance requests, and workplace logistics
Partner with facilities, EHS, IT, security, and other support functions to resolve office-related issues
Support office safety, emergency preparedness, and workplace compliance requirements
Drive employee engagement through Engage Spokane Team and planning of employee events including volunteer opportunities, social events, virtual competitions, luncheons, etc.
Provide proactive administrative support to the SVP of Human Resources & Corporate Affairs
Manage complex calendars, coordinate meetings, and prioritize scheduling conflicts
Arrange domestic and international travel, including itineraries, accommodations, and expense reporting
Coordinate, plan and execute routine & ad hoc meetings inclusive of leadership staff meetings and other strategy sessions complete with logistics, material, and site preparations
Handle confidential and sensitive information with the highest level of discretion