Administrative Assistant Job at BKM Capital Partners in Seattle

Overview

The Administrative Assistant must exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This position is 100% in-office due to the collaborative nature of this role.

Responsibilities

• Administrative and Operational Support: Completes a broad variety of administrative tasks for the management team as needed to provide back-up support for Executive Assistant, including scheduling internal and external meetings, arranging travel plans, itineraries, and agendas, processing expense reports, calendaring, coordinating calendars, booking conferences and asset tours (hotel, airfare, meals, prep itineraries, and agendas), assisting with planning and coordinating company-wide or department-specific events and meetings (including Employee Engagement and Volunteer events), assisting with event setup and teardown, providing support to Operations (including Marketing and Property Management), and assisting with operational policies in line with company guidelines.
• Document Preparation and Management: Prepare tour books and investor materials, printing and binding; print and assemble documents requiring signatures (contracts, expense reports), scan and file documents, compose and/or transcribe various correspondence (including highly confidential material), create department binders, draft letters or emails, and pull reports from internal databases as needed.
• Office Organization and Support: Organize and stock office supplies, support office organization for the management team, create filing systems and labels, maintain an organized electronic filing system, keep the office and kitchen clean, operate and troubleshoot office equipment, cross-train to back up other roles (Executive Assistant and/or Office Manager/Receptionist), lead Culture Crew Committee meetings and follow up with members, manage birthday decorations, perform onboarding tasks for new hires, coordinate lunch orders and conference prep for meetings, and book on-site and off-site meetings.
• Reception and Communication: Back up receptionist duties as needed (answering phones, mailing packages, copying and preparing meeting materials), and mail packages or letters via FedEx, UPS, or USPS as required.
• Special Projects: Exercise discretion and independent judgment on significant matters, participate in internal meetings (as appropriate), take notes/minutes, drive follow up actions, propose efficiency improvements, perform research and other duties as needed.
• Proactive and Responsive Support: Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, often under deadline pressure.
• Other duties as assigned.

Skills and Qualifications

• Excellent written and verbal communication skills.
• Five to ten years of experience supporting multiple departments.
• Proficient in Microsoft Office Suite with the ability to learn new software and systems.
• Proactive problem-solving with strong decision-making capability.
• High emotional intelligence (EQ) and ability to build relationships within the company to improve deliverables.
• Strong collaboration and influencing skills, capable of engaging with multiple stakeholders (CEO, Directors, staff, vendors) to achieve goals.
• Highly resourceful team-player who can work independently when needed.
• Ability to handle confidential information with discretion and adapt to competing demands while delivering excellent customer service.
• Mastery of Microsoft Outlook calendaring and expert travel coordination experience.
• Intermediate knowledge of Excel.
• Ability to adapt to changing situations in a calm, professional manner.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Perks

• Competitive pay
• Paid time off
• Professional development resources
• Fun work environment with facilities such as indoor basketball/gym/pickleball court, BBQ area, pool table, and ping-pong.