PHONE: 312.857.2300

Executive Assistant/Office Manager, Seattle

Executive Assistant/Office Manager, Seattle

Hybrid Executive Assistant and Office Manager who thrives in fast-paced, dynamic, growing organizations is needed for this leading Retail Technology Investor. As a new member of the team, you will work under the direct supervision of the Partner. This is a great opportunity to join a stellar team, with a variety of responsibilities for you to grow and further your professional career. This is a small office within an elite organization that strives for excellence, provides many perks, stellar benefits (from parent company) and the chance to change your career while transforming business.

Responsibilities
• Manage and maintain calendars for the Partner. Schedule and arrange internal and external meetings, appointments, and special events. Arrange for meeting rooms, food/beverages, lunch reservations, etc., as necessary
• Ensure the appropriate materials and have scheduled time to be prepared for meetings
• Prepare for and attend meetings as requested; prepare agendas, take minutes, and distribute meeting materials as required. Arrange all travel for the Partner (and team as requested)
• Responsible for all-expense report-related activities, such as receipt collection and follow-up, preparation and submission of expense reports
• Attend staff meetings, department meetings, training, and social functions as requested
• Provide other administrative support as necessary, including scheduling meetings, maintaining calendars for team members
• Drive and own development of reporting for weekly team meetings
• Oversee and support all administrative duties in the office and ensure that office is operating smoothly
• Maintain office environment, including conference rooms, kitchen, and work areas, serve as liaison to building for all maintenance issues
• Organize and orchestrate staff/team meetings and other events
• Arrange logistics for internal and external office guests
• Manage office updates and future moves
• Manage conference room use, own start of virtual meetings in main conference room
• Manage office supplies, pantry inventory, daily lunch and place orders as necessary
• Identify opportunities for process and office improvements, and design and implement new systems
• Support team in gathering and collecting internal and external information to support meetings
• Support team in developing presentations and reporting

Requirements
• Bachelor’s degree in a business-related field or equivalent education and/or experience
• A minimum of three year’s administrative support experience preferred
• Proficiency in the use of Microsoft Word, PowerPoint, OneDrive, and Outlook required
• Highly developed organizational and time management skills to prioritize workload and meet time-sensitive deadlines required. Must be able to work under pressure and time constraints.
• An independent and entrepreneurial approach to task management, ability to take control and manage tasks to closure with urgency
• Action and results oriented with an above average ability to problem solve
• Highly collaborative with a penchant for building relationships across levels and organizations
• Superior verbal, written communication skills
• High emotional intelligence, discretion, and maturity
• Ability to work outside of normal business hours when needed, including evenings and occasional weekends

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