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Job ID: 52333

Executive Assistant
We are seeking an innovator mindset with strong business and administrative competencies for an exciting new role as Executive Business Partner to our CEO. In this position, you will report directly to the CEO. You will manage their schedule and facilitate, direct, and delegate cross-functional efforts in support of the company’s many strategic priorities. Your ability to see around corners will serve you well as you align and prioritize the work of the CEO and the executive team. With your front row seat, you will be in a unique position to lean in and across the organization, building important relationships that will help you – and the CEO – keep a pulse on the company, and stay informed on the status of key projects, milestones, and other strategic deliverables.

Success in this role is largely derived from your ability to minimize the noise and maximize the time our CEO and the executive team spend on our most important initiatives and imperatives. This requires well developed leadership skills, coupled with deep administrative experience. Much like an air traffic controller, you will orchestrate and facilitate the efforts of many different people and workstreams, ensuring strong takeoffs and smooth landings for all stakeholders. You will proactively identify potential issues and roadblocks for the CEO’s schedule and strategic agenda, and call on your advanced negotiation, decision making, and complex problem solving skills to remove barriers and implement solutions. You will bring people along and ensure their efforts are focused on the company’s priorities.

This position will challenge you. In return, it will offer countless opportunities to further develop the depth and breadth of your business acumen. As a curious, insatiable learner, you intuitively understand the value of continuous learning. You will be humble and service oriented, understanding that it isn’t about you, but about maximizing the effectiveness of our company and our executive team. At the same time, you will have leadership presence and the confidence and communication skills necessary to navigate complex and challenging situations across all levels. Resiliency will be important and will allow you to be a consistently positive, professional representative of our company, our CEO, and our executive team. Above all, you are confidential and you instill deep trust through your every action and word.

Facilitates the work of the CEO’s office:
Manages the CEO’s calendar and provides confidential and advanced level administrative support to the CEO. 
Receives visitors, callers, digital correspondence and incoming mail.
Determines priority and personally handles incoming matters or refers to CEO or appropriate staff.
Uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc.
Researches files, compiles and consolidates data and prepares special and periodic reports or inputs to special projects.
Facilitates and/or drafts CEO communications, aligning and prioritizing requests against other business priorities. 
Prioritizes and communicates directives and information from the CEO to officers, managers and others in the organization and follows up on the status of assignments; provides a bridge for smooth communication between the CEO’s office and other internal departments and the board of directors.
Establishes and maintains administrative procedures, standards, policies and practices for the organization; ensures that standards, policies and practices are followed by organizations within the company, in particular the Executive level support staff.
Manages senior level administrative tasks or issues that arise not requiring the attention of the CEO. 
Delegates tasks as appropriate to other support staff; ensures efficiency and organization of office operations on the Executive floor.
Communicates directly and on behalf of the CEO with board members, executives and others on matters related to CEO's programmatic initiatives.
Maintains awareness of issues occurring in the environment and makes the CEO aware of those needing attention.
Provides guidance and direction on administrative requirements, standards and expectations to administrative support staff within the company; may provide mentoring, performance guidance or corrective action input to direct manager. 
Directs the overall administrative level of effort for the Officer team. 
May delegate and shift assignments and projects to ensure appropriate resourcing and achievement of critical outcomes.

Scheduling & Event Management:
Aligns and prioritizes the CEO’s schedule against other business priorities. 
Schedules meetings and appointments for CEO and monitors schedule to keep CEO informed of upcoming commitments and responsibilities. 
Researches and coordinates with staff or personally provides background materials to prepare the CEO for meetings and events. 
Delegates lower level scheduling needs, conference registrations, etc. 
Independently resolves scheduling conflicts where possible, offering alternative timeframes and/or participants.
Delegates the coordination of schedules as appropriate; confirms travel arrangements (flights, hotels, transportation); creates itinerary; identifies or provides proper travel documents; makes changes as needed or requested.
Proactively plans and manages all logistics for CEO’s special events, meetings and off-sites; selects, reserves and sets up venue and arranges catering; provides direction to event team; complies then delegates the assembly of participant packets and materials.

Budget & Financial Analysis:
Collects and consolidates data to prepare CEO’s operating budget; monitors and analyzes expenditures and informs CEO of variances and the reason for them; recommends and makes adjustments in response to changing priorities and conditions.

Talent Management:
Coordinates with HR leadership to initiate executive search services on behalf of CEO; maintains records on officer performance; supports officer hiring and onboarding process.

Purchasing & Expense Management:
Provides oversight of the purchasing of a variety of office supplies, services and equipment using procurement cards and informal acquisition procedures, including the reconciliation of expense reports.
Reviews, verifies and approves administrative transactions such as requisitions, change orders, travel authorizations, etc. using administrative software applications.

Functional Knowledge, Skills & Abilities:
Expert knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
Advanced knowledge of administrative procedures, requirements and techniques involved in carrying out the work of an organization.
Advanced skills in applying procedures and practices within the framework of established guidelines.
Advanced computer skills using Microsoft Office (Word, TEAMS, Excel, PowerPoint, SharePoint), eRecords, Adobe electronic signature software, and other miscellaneous and proprietary software.
Working skills using office equipment, including copiers, printers and phones.
Expert knowledge of the organization, functions, key personnel and sources of information of the CEO’s office preferred.
Advanced knowledge of internal policies, procedures, philosophies and goals preferred.
Advanced knowledge of the company's operations planning and budgeting procedures preferred.

Other Important Requirements:
Ability to instill trust with every interaction.
Advanced knowledge of business processes and procedures.
Expert diplomacy skills.
Expert influence and persuasion skills.
Advanced negotiation skills.
Expert organization and prioritization skills.
Advanced problem-solving skills; must be highly resourceful.
Expert written and oral communication skills.
Expert planning and aligning skills.
Leadership presence.
Advanced decision-making skills.
Manages complexity.
Action oriented, future focused – sees around corners.
Expert collaboration skills.

About VanderHouwen
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.

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