Senior Executive Assistant

Seattle Children's•Seattle, WA

2d•Onsite

About The Position

Provides administrative support of a highly complex and responsible nature to senior executives. Works closely with high level internal/external contacts and the executive team, requiring considerable discretion and initiative. Researches background material and collects data for financial plans, budgets, strategic goal development/tracking, operating statistics, reports, presentations, and correspondence. Exercises independent judgment to reflect the senior executive's style and company policy. Works independently to prioritize and manage routine correspondence and contacts; drafts, edits and distributes leadership communications for the organization. May independently carry out assignments relating to civic or committee activities involving fund raising, membership drives, executive retreats, and social functions of the senior executives. Maintains complex senior executive calendars. Arranges appointments, schedules visitors; coordinates executive travel; coordinates agendas and schedules for meetings, prepares and distributes meeting minutes; processes business expense reports; with delegated authority, approves timecards and routine business expenses for senior executive's direct reports; provides executive recruitment support. Develops standard work processes for the department and assigned committees; partners with teams across the organization to ensure completion of time-sensitive reports, projects, presentations and communications. Mentors and provides guidance on administrative systems and procedural questions to Administrative staff and other departments to create and sustain standard work and consistency of practice. Scope of work typically requires extensive administrative experience to senior executive level management.

Requirements

High school diploma or equivalent experience.
At least five (5) years experience in a complex, responsible administrative position, including at least three (3) years experience providing administrative support to senior executive level positions.
Experience taking and transcribing meeting minutes.

Nice To Haves

BA degree or completion of college-level administration courses.
Notary Public.
Direct experience working in an academic or publishing environment.
Reference Manager experience.
Experience taking and transcribing meeting minutes.

Responsibilities

Provides administrative support of a highly complex and responsible nature to senior executives.
Works closely with high level internal/external contacts and the executive team, requiring considerable discretion and initiative.
Researches background material and collects data for financial plans, budgets, strategic goal development/tracking, operating statistics, reports, presentations, and correspondence.
Exercises independent judgment to reflect the senior executive's style and company policy.
Works independently to prioritize and manage routine correspondence and contacts; drafts, edits and distributes leadership communications for the organization.
May independently carry out assignments relating to civic or committee activities involving fund raising, membership drives, executive retreats, and social functions of the senior executives.
Maintains complex senior executive calendars.
Arranges appointments, schedules visitors; coordinates executive travel; coordinates agendas and schedules for meetings, prepares and distributes meeting minutes; processes business expense reports; with delegated authority, approves timecards and routine business expenses for senior executive's direct reports; provides executive recruitment support.
Develops standard work processes for the department and assigned committees; partners with teams across the organization to ensure completion of time-sensitive reports, projects, presentations and communications.
Mentors and provides guidance on administrative systems and procedural questions to Administrative staff and other departments to create and sustain standard work and consistency of practice.