Executive Assistant

PEMCO • Seattle, WA

1d • Onsite

About The Position

PEMCO is seeking an Executive Assistant to join our community. The Executive Assistant provides high level administrative, operational, and strategic support to assigned executives, directors and senior leaders, enabling them to focus on organizational priorities and decision making. This role manages complex calendars, coordinates cross functional communications, prepares executive level materials, and oversees logistics for meetings, projects, and initiatives. The Executive Assistant serves as a trusted partner and organizational enabler—anticipating needs, solving problems proactively, and ensuring the leader’s time and attention are aligned to the highest value activities.

Requirements

• 10+ years of experience in an administrative assistant or executive assistant role, with increasing levels of responsibility and/or span of support required
• Confidentiality: A high degree of integrity and the ability to exercise discretion in confidential situations is required
• Communicator: The ability to communicate clearly and informatively, verbally and in writing, with colleagues, customers, and the community in both technical and non-technical professional language is required
• Composure: Remains calm, maintains perspective and responds in a professional timely manner, when faced with tough situations. Demonstrates patience and resilience, is deliberate, leads through ambiguity with compassion during difficult times is required
• Organized: Has excellent time management skills and easily manages multiple tasks, activities, and projects is required
• Organizational Savvy: Interfaces cross-functionally with both technical depth and business savvy. Understands company goals and objectives; thinks critically about business challenges and resolutions. Demonstrates keen listening and observation skills is required
• Basic digital skills: Effectively uses devices for handling, processing, and managing information, transacting while being safe and responsible online. Ability to create, edit and communicate professionally is required
• MS Office: Skilled proficiency in Excel, Word, PowerPoint, Outlook is required
• Team Player: Is responsive, flexible, and able to succeed in a team-oriented, collaborative environment, building effective working relationships and partnerships with internal partners, customers, and vendors is required
• Job specific: Experience using Smartsheet is preferred
• Service Passion: Provides excellent service to others and seeks ways to improve that service; ensures the customer experience (internal and external) is a key consideration in policies, procedures, and decision-making
• Growth Mindset: Develops abilities through dedication and hard work, views challenges and failures as opportunities to learn and improve skills
• Complex Problem Solving: Solves ill-defined, ambiguous problems in complex settings using logic, process, and experience
• Agility: Handles risk and uncertainty, shifts gears with ease and speed, copes with and manages change well

Nice To Haves

• Experience using Smartsheet is preferred

Responsibilities

• Provide comprehensive administrative support for assigned executives, directors and senior leaders including: providing extensive and proactive calendaring and inbox triage; composing documents, reports, presentations, and complex written correspondence as needed; project coordination; facilitating meeting and event planning and coordination; making travel arrangements; processing expense reconciliation and reporting; managing logistics for meetings, and other clerical duties and operational requests as required.
• Ability to handle high-volume of competing requests from 7 executives and ad hoc support to 20 senior leaders
• Proactively coordinate executive dynamic and complex calendars, scheduling appointments balancing priorities, internal meeting and external engagements
• Exercise considerable organizational judgment and discretion in handling requests for time with executives and directors
• Ability to coordinate and provide onsite support for events such as Monthly Executive Business Reviews, Quarterly Performance Reviews, Quarterly Executive Advances and Annual Insurance Industry Day
• Ability to coordinate and provide logistical onsite support of approximately 10 ad hoc requests per month for onsite team events
• Prepare and manage travel, including detailed itineraries, accommodations, venues, and contingency planning, ensuring all parties are informed and kept abreast of changes
• Negotiate corporate travel and venue rates and order support materials for corporate events
• Proactively establish and maintain a highly organized information system for correspondence and other records
• Independently conduct research and collect background material and data for reports, plans, and correspondence as needed
• Anticipate needs and ensure the executive team has background information and resources needed to handle issues and to be prepared for internal/external meetings; manage agendas, timelines, and workflow as requested.
• Support and coordinate special projects related to department and company goals, civic organizations, , committees, fund raising, and/or social functions.
• Represent executive(s) in interactions both internally and externally; liaise between executives, department leadership, employees, and the community at large.
• Understand business priorities and proactively look for ways to improve processes to create efficiency and scale for the company leadership team.
• Maintain understanding of the bigger picture while ensuring seamless delivery of detailed and complex administrative support.
• Handle confidential information with critical thinking, sound judgment, discretion, and diplomacy.
• Conduct research, compile data, create spreadsheets, etc. in support of executive and director work.
• May supervise a support assistant
• Demonstrate behaviors consistent with PEMCO's policies, values, code of ethics and business conduct.
• Authentically support the PEMCO Brand and constantly are on the lookout for top talent to join us to achieve our Mission to Worry Less and Live More.
• Other duties as assigned.

Benefits

• Medical, dental, and vision plans for employees and eligible family members with generous employer premium cost shares.
• Employer-paid basic life and accidental death & dismemberment insurance policies.
• Long- and short-term disability benefit coverages.
• 401(k) plan with a generous employer match (2 for 1 on the first 6% employee pre-tax and/or Roth deferral, up to federal maximums).
• Vacation accrual starting at 10 days for new hires, increasing based on tenure to a maximum of 25 days annually.
• Four (4) personal days granted immediately upon hire.
• Paid holidays for the eight (8) observed holidays.
• Up to ten (10) days of sick leave granted immediately upon hire (pro-rated based on hire date and full-time/part-time status).
• Paid time off for bereavement, jury duty, and employee volunteering.
• Flexible Spending Accounts.
• Education Assistance Program after one year of service.
• Scholarship program for children of PEMCO employees after one year of service.
• Employee Assistance Program.
• Well-being program.
• Discretionary taxable gifts and gift cards.
• Discounts on computer software and hardware, cell phone plans, and rental cars.
• Discretionary bonuses.
• Tiered sales commissions and/or incentives (from 5-25% of employee’s monthly sales).
• Employee referral bonuses.
• Shift differential pay.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed