Executive Assistant - 1O1K004

Company

A leading Architecture & Design house that works in niche design areas with a selective global clientele. They have been in business for over 50 years and have won many prestigious awards including the National AIA Architecture Firm Award.

Position Summary

We are seeking an Executive Assistant who will provide executive-level support to the CEO of the firm. The primary responsibilities of this role are to maintain the CEO's schedule, coordinate with internal and external stakeholders, provide logistical and travel support for domestic and international travel, and work on operations-related projects. The person will report directly to the CEO based in Seattle, WA.

Key Responsibilities

• Manage the Partner’s extensive domestic and international travel schedule carefully to plan all logistics and arrangements.
• Answer incoming calls for the Partner, screen unsolicited calls, and take important messages.
• Prepare documentation and notes including legal documentation/contract support and participate in ongoing project meetings as needed to track action items
• Maintain an accurate and detailed calendar for the CEO. Manage and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes and anticipate and respond to scheduling conflicts.
• Demonstrate poise and tact under pressure and handle matters with excellent judgment and confidentiality.
• Conduct preliminary research on a variety of topics and draft materials as needed.
• Perform any other relevant duties as assigned.
• Track the Partner’s tasks and projects to ensure appropriate prioritization concerning deadlines and organizational developments.
• Communicate effectively and efficiently with other executive assistants across the organization to maximize the productivity of the Partner
• Track and reconcile monthly credit card statements and complete and submit expense reports regularly
• Complete and submit weekly timesheets to support the Partner’s billable hours
• Provide exceptional project leadership and support as needed.
• Organize internal and external meetings for the Partner, including logistical and substantive preparation.

Required Skills, Experience & Education

• Bachelor’s degree in a related field plus 5+ years of professional work history.
• Ability to provide emergency response/support outside regular business hours.
• Must be VERY proficient with MS Office – should have used Outlook, PowerPoint, Excel, Word, and MS Teams.
• An independent self-starter with a tenacious focus and a growth mindset. A strong focus on finding solutions while engaging others positively and enthusiastically
• Two years of experience providing high-level administrative support to executives.
• Strong verbal and written English communication skills and the ability to build positive relationships with others
• Should be familiar with online meeting systems such as – Zoom, GoToMeeting, MS Teams, etc.

THIS IS AN IN-OFFICE POSITION - NO REMOTE OPTION