Executive Assistant
About The Position
This Executive Assistant role provides immediate, high-impact administrative support to executive leadership in a fast-paced, dynamic environment. The role involves learning leaders’ preferences and stepping into an established operating rhythm with minimal ramp-up time. During a defined engagement period, the Executive Assistant helps maintain continuity of operations by managing complex schedules, communications, meetings, travel, and team activities. The position is based onsite in Bellevue, Washington, and works closely with leaders, team members, and stakeholders across multiple time zones. It involves regular use of Microsoft Office Suite and related productivity tools, along with hands-on coordination of meetings, travel, and events. The environment values adaptability, strong organization, clear communication, and reliable, high-quality administrative support.
Requirements
- At least 3 years of experience as an Executive Assistant supporting high-level or executive-level leadership.
- Demonstrated experience managing complex, high-volume calendars across multiple time zones.
- Proven ability to coordinate domestic and international travel arrangements, including detailed itineraries.
- Strong written and verbal communication skills, including the ability to draft and proofread professional correspondence.
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, or equivalent tools.
- Ability to quickly learn and adapt to a leader’s preferences and working style in a fast-paced environment.
- Strong organizational skills and ability to manage multiple priorities under tight timelines.
- Comfort working in ambiguous or transitional environments while maintaining composure and effectiveness.
Nice To Haves
- Experience supporting executive-level or above leadership in a large organization.
- Familiarity with event planning and coordination of team offsites and Town Hall meetings.
- Experience with expense management tools and procurement processes.
- Experience managing distribution lists, team resources, and filing systems.
- Ability to coordinate onboarding logistics for new team members and manage office space assignments.
Responsibilities
- Manage complex, high-volume calendars across multiple time zones, scheduling, rescheduling, and prioritizing meetings based on business needs.
- Identify and resolve scheduling conflicts while following leaders’ meeting preferences and established cadences.
- Serve as a primary point of contact for internal and external stakeholders on behalf of executive leadership.
- Draft, proofread, and manage email correspondence; screen and prioritize incoming messages and route information appropriately.
- Prepare talking points, agendas, pre-read materials, background materials, and briefing documents for meetings, presentations, and events.
- Coordinate meeting logistics, including room bookings, A/V setup, and attendee management.
- Capture meeting notes, document key decisions, track action items, and follow up with stakeholders to ensure timely completion of deliverables.
- Arrange domestic and international travel, including flights, hotels, and ground transportation; build detailed itineraries and troubleshoot disruptions.
- Process expense reports accurately and on time in accordance with established policies and procedures.
- Assist with planning and executing team events, offsites, and Town Hall meetings; coordinate vendors and other employee engagement logistics.
- Maintain distribution lists, team resources, and filing systems so information is organized and accessible.
- Order office supplies and process procurement requests in alignment with operational needs.
- Support onboarding logistics for new team members, including coordinating resources and workspace.
- Assist with space coordination, including team desk assignments and seating arrangements.
Benefits
- Medical insurance, if eligible.
- Dental insurance, if eligible.
- Vision insurance, if eligible.
- Critical Illness, Accident, and Hospital coverage, if eligible.
- 401(k) Retirement Plan with pre-tax and Roth post-tax contributions available, if eligible.
- Voluntary Life and AD&D insurance for the employee and dependents, if eligible.
- Short- and long-term disability coverage, if eligible.
- Health Spending Account (HSA), if eligible.
- Transportation benefits, if eligible.
- Employee Assistance Program, if eligible.
- Time Off/Leave, including PTO, vacation, or sick leave, if eligible.
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What This Job Offers
Career Level
Mid Level
Education Level
No Education Listed
