Manager, Executive Support & Office Administration (Contract)

Greenpoint Technologies•Bothell, WA

6d•$100,000 - $127,000

About The Position

The Executive Support & Office Administration Manager position provides executive administrative support services to all company executive committee members including the CEO. Responsibilities cover a wide variety of tasks that require a high degree of confidentiality and professionalism. Areas of support include and are not limited to: use of Outlook for executive calendar management and coordination of meetings, PowerPoint presentation and general report preparation, data compilation, making domestic and international travel arrangements, completion of and filing of expense reimbursements, as well as special projects as they arise. The position involves a high degree of interaction with all levels of management, external vendors/guests and internal employees. Tasks range from simple to complex. Organization, follow-through, attention to detail, confidentiality, and communication skills are critical factors in the daily administration of this position, performing a range of tasks related to the smooth running of an office, overseeing administrative staff, and ensuring that office operations are efficient and effective. The Executive Support & Office Administration Manager is responsible for supporting and facilitating the operations of the Greenpoint Corp office and supporting the staff, with daily duties and responsibilities including working independently using technical judgment, while executing multiple tasks demonstrating excellent communication and multitasking skills, a positive attitude and a strong work ethic.

Requirements

High School diploma or equivalent.
10+ years of high-level administrative support
8 years supporting senior executives
Strong Microsoft Office (Outlook, Excel, Word, PowerPoint, Access, Project, etc.) skills
Familiarity with picture editing.
Technical skills demonstrating ability to host video/non-video conference meetings, etc.
Excellent organizational skills
Impeccable oral and written communication skills
Demonstrated ability to handle multiple projects and assignments with attention to detail
Problem solving, well organized, detailed oriented and accurate.
Understanding of necessity to maintain strict confidentiality.

Nice To Haves

Associate or Bachelor’s degree or higher
15+ years of administrative support experience with at least 10 years supporting a senior executive

Responsibilities

Actively pursues continuous improvement and ease of doing business to meet or exceed the executives’ needs and to further overall company goals and objectives.
Supervise administrative staff and divide responsibilities to ensure performance across 5 sites
Management of various executive daily, weekly, monthly calendars.
Responsible for Executives’ expense reports and purchase orders.
Manage executive team schedules, calendars and appointments
Coordinate travel logistics for purpose of business travel – lodging, air reservation, rental car, etc.
Responsible for a department procurement card and the monthly reconciliation of the statement.
Preparation of letters, reports, forms, schedules, and other materials.
Development, preparation or the editing of presentations.
Track department, or group level, performance (KPIs) and publish accordingly.
Coordination of various high-level meetings and events, on and off-site, throughout the year.
Collects and enters data into spreadsheets and uses expertise & to reduce and analyze this data.
Maintains the day-to-day functions of the office facilities
Ensure the office is well-maintained, organized, and secure
Control correspondence; assign administrative duties and delegate responsibilities
Ensure office efficiency by maintaining office equipment and inventory supplies
Organize office layout and maintain supplies of stationery and equipment
Ensure security, integrity and confidentiality of data
Collaborates with other administrative staff, departments and/or management, as necessary.
Assists other departments with special projects.
All employees have an affirmative duty to protect and maintain the confidentiality of the Safran proprietary information.
All employees are required to productively react to change and handle other essential tasks as assigned now or in the future.