Executive Assistant

Job Summary:

The Executive Assistant/Receptionist is responsible for answering the phone, greeting, assisting, and providing direction and information to clients, visitors and other guests of the organization.

In addition, the Executive Assistant/Receptionist will provide comprehensive support and manage the operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Job Details:

• Work Schedule: Monday-Friday, 8:00 AM - 5:00 PM
• Must be able to work outside of regular hours 
• Work Location: Pacific Power Group,  7215 S. 228th St, Kent, WA
• Eligible for a Short Term Incentive (STI) Bonus plan: 10% of base salary

Benefits include: Medical, Dental, Vision, 15 days PTO, 10 Paid Holidays, Life Insurance, AD&D, Short/Long Term Disability, 401K with Company Match, Pet insurance, Optional Supplemental Insurances, Legal Assistance for Identity Theft, Health Advocate, Tuition Assistance, Maternity and Paternity Leave, Adoption Aid.  

Essential Duties & Responsibilities:

• Direct request and concerns to proper personnel
• Distribute mail to appropriate departments
• Handle ordering request and office supplies
• Scanning documents to increase productivity and efficiency
• Complete a broad variety of administrative tasks that facilitate the ability to effectively lead the organization, including assisting with special projects; analysis of certain documents; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Provide sophisticated calendar management for leaders. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Coordinate meetings, arrange appointments, manage schedules, make travel arrangements, prepare and file important documents, and perform other essential tasks as necessary.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc. for assigned meeting facilities.
• Coordinate meetings and retreats and assist with staff meetings and events as needed. Facilitate, manage and lead executive standard work on accountability and following up on weekly executive meetings; staff meetings; and other ad-hoc meetings. 
• Back-up phones

Requirements

Required Knowledge, Skills and Abilities:

• Self-manage and establish their own goals and workflows. The ability to take initiative, give instructions, and be accountable for results.
• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Expert proficiency with Microsoft Office Suite and desktop publishing software; ability to design and edit graphic presentations and materials.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, staff, front-line leaders, suppliers (partners).
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Thrive in an intense, do-it-yourself, start-up environment.
• Ability to work well within a cross-functional team environment and diverse employee base.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to switch gears at a moment’s notice

Education and Experience Requirements:

• Significant executive support experience is preferred
• 2+ years of experience; high school diploma 
• Excellent verbal communication skills
• Availability to work shifts, including evenings
• Ability to solve client issues in a friendly and timely fashion
• Friendly and welcoming demeanor

Work Environment & Physical Demands:

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopies, filing cabinets, printers and scanners.
• While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk; use hands to finger, handle or feel; and reach with hands and arms.
• Lifting up to 30 pounds