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Electric Mirror

Executive Assistant/Administrative Supervisor

Electric Mirror
Everett, Washington, United States


Date Posted: 01/31/2017
Categories: Administrative
Job Type: Full-Time

Job Description:

Position Overview

Executive Administrative support to selected senior management members. Supervise administrative assistants as directed and divide responsibilities to ensure performance standards are met.

 

Essential Job Functions

  • Executive assisting duties for selected senior management including scheduling, credit card reconciliation, drafting correspondence and other high level executive assistant duties.
  • Policy Development – ensure all company policies are in correct format, signed and communicated as directed.
  • Manage agendas/travel arrangements/appointments etc. for selected individuals.
  • Vendor management - own communication and coordination with 3rd party vendors that are supporting the office (i.e. Cleaners, lunch delivery, supplies, etc.).
  • Event planning - coordinate onsite and offsite meetings, special events as requested.
  • Track stocks of office supplies and place orders when necessary
  • Submit timely reports and prepare presentations/proposals as assigned
  • Front desk /reception duties as needed for breaks/lunches.
  • Conduct research, collect and analyze data to prepare reports and documents
  • Review operating practices and implement improvements where necessary
  • Monitor, screen, respond to and distribute incoming communications
  • Liaise with internal staff at all levels

The ideal candidate will:

 

  • Be hard working, a self-starter, enthusiastic and flexible.  Stay calm under pressure and help navigate stressful situations.
  • Excel at problem solving: be able to deconstruct issues carefully and take decisive action when needed.
  • Be adept at multitasking, providing administrative support to several teams and individuals.
  • Possess strong written and verbal communication skills: is clear, concise, and able to identify core concepts of internal and external communications.
  • Demonstrate excellent time management skills with a mind for prioritization.
  • Identify and address issues before they arise.
  • Be entrepreneurial and take initiative – constantly be on the lookout for ways to improve both the office space and employee experience.
  • Be customer focused with goal of exceeding expectations.

Skills

  • Proficiency in MS Word, MS Excel and MS Outlook
  • Knowledge of operating standard office equipment
  • Excellent communication skills – written and verbal
  • Ability to prioritize projects and strong problem solving skills
  • Good research skills and attention to detail

Key Competencies

  • Project Management skills
  • Organizational and planning skills
  • Excellent writing  and communication skills
  • Problem analysis and problem solving skills
  • Judgment and decision-making ability
  • Confidentiality
  • Team member
  • Attention to detail and accuracy
  • Adaptability

 

Qualifications:

  • High School diploma or equivalent required.
  • Associate or Bachelor’s degree preferred in business administration
  •  7+ years of hands on administrative support experience – 3 year supporting senior management.
  • Office management and supervisory skills.