Carrix, Inc./SSA Marine, Inc.
Executive Assistant - Seattle, WA
Carrix, Inc./SSA Marine, Inc., Seattle, Washington, us, 98127
Overview
Executive Assistant Location: Seattle, Washington, United States Compensation Range: $80,000 - 100,000 per year This role is fully onsite. Apply via the Apply button or apply now through the box provided. Responsibilities
Manages various administrative duties and communications for multiple senior level executives; proactively assists in coordinating schedules, prioritizing functions and appointments, ensuring meetings, deadlines, presentations and other duties of the executive office are carried out seamlessly; assists other departments as relevant in similar activities. This includes facilitating communication, preparing presentations or other written materials, planning events, distributing information, drafting agendas, minutes of meetings and scheduling tasks. Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and adjusting plans as needed. Heavy calendar management in Outlook for multiple executive calendars. Assists in prioritizing and maintaining individual executives’ calendars for meetings, calls, external board meetings, and extensive travel. Maintains extensive contact files. Manages domestic and international travel arrangements and meeting activity by developing itineraries and agendas, booking transportation, arranging lodging and meeting accommodations. Acts as reinforcement for the Executive Assistant to the CEO, CFO and President as required. Backup emergency responder for corporate office incidents including security issues, medical issues and others as they arise. Backup manager of the Front Desk area. Responsible for general administrative functions of above activities and assists with continuous improvement of their functions. Participates in corporate charity functions as needed and coordinates various company activities. Works on events or activities as designated by senior executives, which may involve extensive planning and execution. Alternate PAC secretary for monthly and yearly PAC filings to the FEC and monitors/assists with PAC check distribution. Prepares and, within guidelines, approves executive expense reports. Approves expense reports and time-off requests for assigned executives’ direct reports. Serves as a go-to for general office inquiries throughout the company. Assists Human Resources with executive-level new hires. Organizes executive meetings, including boards requiring presentation materials and coordinating related tasks such as arranging food and beverage for internal or external functions. Processes invoices for assigned executive functions. Responds with appropriate urgency to situations requiring quick turnaround and takes action on ambiguous circumstances when necessary. Maintains confidentiality and exercises grace under pressure. Answers and directs phone calls to appropriate personnel in a courteous manner. Maintains contact and rapport with relevant peers to efficiently expedite executive requests. Maintains professional and high-quality interactions internally and externally, upholding core values and policies in relations with employees, customers, vendors and stakeholders. Responsible for special tasks requested by management. Other duties as assigned. Qualifications
Minimum of 7 years of related work experience. Experience supporting executives in a multinational organization and ability to collaborate with executives in different domestic and international locations. Ability to draft correspondence, presentations, announcements and contribute presentation material. High proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint). Ability to maintain complete trust through confidentiality and discretion. Strong prioritization skills with the ability to re-prioritize continuously. Resourceful, self-starter who can complete tasks and projects on time with minimal guidance. Excellent organization and communication skills. Ability to manage multiple tasks with frequent interruptions and willingness to work flexible hours. Knowledge of handling emergent and emergency situations and safety/security protocols at an advanced level. Courteously handle and reroute unsolicited calls arriving at the Front Desk. Supervisory Responsibilities: No Work Environment
Exposure to computer screens. Professional office environment with an occasional high noise level. We are an Equal Opportunity Employer Benefits
Eligible employees (and their families) may qualify for medical, dental, and vision insurance, basic life and accidental death insurance, paid disability insurance, paid parental leave if eligible, Employee Assistance Program, paid sick and vacation time, company holidays (if eligible), paid bereavement leave, paid jury duty, 401k plan and retirement plan options, and discretionary or metric-based bonuses dependent on position.
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Executive Assistant Location: Seattle, Washington, United States Compensation Range: $80,000 - 100,000 per year This role is fully onsite. Apply via the Apply button or apply now through the box provided. Responsibilities
Manages various administrative duties and communications for multiple senior level executives; proactively assists in coordinating schedules, prioritizing functions and appointments, ensuring meetings, deadlines, presentations and other duties of the executive office are carried out seamlessly; assists other departments as relevant in similar activities. This includes facilitating communication, preparing presentations or other written materials, planning events, distributing information, drafting agendas, minutes of meetings and scheduling tasks. Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and adjusting plans as needed. Heavy calendar management in Outlook for multiple executive calendars. Assists in prioritizing and maintaining individual executives’ calendars for meetings, calls, external board meetings, and extensive travel. Maintains extensive contact files. Manages domestic and international travel arrangements and meeting activity by developing itineraries and agendas, booking transportation, arranging lodging and meeting accommodations. Acts as reinforcement for the Executive Assistant to the CEO, CFO and President as required. Backup emergency responder for corporate office incidents including security issues, medical issues and others as they arise. Backup manager of the Front Desk area. Responsible for general administrative functions of above activities and assists with continuous improvement of their functions. Participates in corporate charity functions as needed and coordinates various company activities. Works on events or activities as designated by senior executives, which may involve extensive planning and execution. Alternate PAC secretary for monthly and yearly PAC filings to the FEC and monitors/assists with PAC check distribution. Prepares and, within guidelines, approves executive expense reports. Approves expense reports and time-off requests for assigned executives’ direct reports. Serves as a go-to for general office inquiries throughout the company. Assists Human Resources with executive-level new hires. Organizes executive meetings, including boards requiring presentation materials and coordinating related tasks such as arranging food and beverage for internal or external functions. Processes invoices for assigned executive functions. Responds with appropriate urgency to situations requiring quick turnaround and takes action on ambiguous circumstances when necessary. Maintains confidentiality and exercises grace under pressure. Answers and directs phone calls to appropriate personnel in a courteous manner. Maintains contact and rapport with relevant peers to efficiently expedite executive requests. Maintains professional and high-quality interactions internally and externally, upholding core values and policies in relations with employees, customers, vendors and stakeholders. Responsible for special tasks requested by management. Other duties as assigned. Qualifications
Minimum of 7 years of related work experience. Experience supporting executives in a multinational organization and ability to collaborate with executives in different domestic and international locations. Ability to draft correspondence, presentations, announcements and contribute presentation material. High proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint). Ability to maintain complete trust through confidentiality and discretion. Strong prioritization skills with the ability to re-prioritize continuously. Resourceful, self-starter who can complete tasks and projects on time with minimal guidance. Excellent organization and communication skills. Ability to manage multiple tasks with frequent interruptions and willingness to work flexible hours. Knowledge of handling emergent and emergency situations and safety/security protocols at an advanced level. Courteously handle and reroute unsolicited calls arriving at the Front Desk. Supervisory Responsibilities: No Work Environment
Exposure to computer screens. Professional office environment with an occasional high noise level. We are an Equal Opportunity Employer Benefits
Eligible employees (and their families) may qualify for medical, dental, and vision insurance, basic life and accidental death insurance, paid disability insurance, paid parental leave if eligible, Employee Assistance Program, paid sick and vacation time, company holidays (if eligible), paid bereavement leave, paid jury duty, 401k plan and retirement plan options, and discretionary or metric-based bonuses dependent on position.
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