Our client is currently looking for an experienced Executive Administrative Assistant to provide support to the senior Executive team. The ideal candidate is someone who can navigate and change directions quickly within a fast-paced environment and can embrace a challenge head on with confidence, a calm sense of urgency, and a positive attitude. You must have strong communication skills, along with a professional demeanor and a desire to remove barriers to ensure success. You must be highly detail-oriented, have strong multi-tasking skills, and practice consistent and timely follow-through.
A successful candidate will have demonstrated work experience supporting a senior level executive in a fast paced environment, strong planning, organizational and time management skills, flexibility, ability to work independently and be comfortable operating with ambiguity, multi-tasking, meeting deadlines, changing direction in rapid response to a fluctuating work environment and prioritize among multiple projects with a dynamically changing workload.
Executive Administrative Assistant Responsibilities
Manage Executive Team of 6 with full calendar support. Back up to another Executive Assistant.
Maintain calendars such that the daily schedule is fully in order, rooms booked as needed, etc.
Manage meeting logistics and team support.
Prioritize and respond appropriately to all meeting requests in alignment with executive priorities.
Ensure all meeting preparation materials are ready as requested.
Travel Planning – Domestic and International.
Book and manage travel for senior executives and maintain up-to-date travel schedule, manage travel and entertainment expenses.
Manage travelling logistics (flights, hotels, transportation, meeting rooms, meals, participants, admission tickets).
Business Operations Management.
Provide professional and intelligent customer service to the whole team. Order daily lunches.
Prepare reports and presentations.
Assist with client visit site activities.
Attend team meetings as requested and assist in taking notes and action items.
Executive and Corporate meeting planning and coordination.
Board meeting preparation and including logistics and Board books.
Coordinate team offsite events.
Plan and coordinate corporate meetings and partner with Marketing and Human Resources for customer and employee morale events.
Executive Administrative Assistant Qualifications
5+ years demonstrated senior level administrative experience in a fast-paced environment.
BA/BS in related field desired.
Excellent communication, organizational and analytical skills along with the ability to work independently.
An ability to maintain confidentiality and work well with senior management.
Strong problem solving skills, attention to detail, an ability, to work effectively under pressure and within short time constraints, resourcefulness and able to deal with ambiguity, prioritize while multi-tasking and maintain flexibility in the performance of the job responsibilities. Embracing change is essential.
Knowledge and proficiency with MS products including Outlook, PowerPoint, Word, Excel, and SharePoint required.
VanderHouwen is an award-winning, Women-Owned, WBENC certified professional staffing firm. Founded in 1987, VanderHouwen has been successfully placing experienced professionals throughout the Pacific Northwest and nationwide. Our recruitment teams are highly specialized in either Technology and IT, Engineering, or Accounting and Finance career markets. Our recruiters value building meaningful, professional relationships with each candidate as well as developing honed knowledge of companies' staffing needs and workplaces. Partner with us to land your next exciting career.
VanderHouwen is an Equal Opportunity Employer and participates in E-Verify. VanderHouwen does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state or federal civil rights laws.