Seattle, WA
Salary Estimate: $75,000.00 - $99,999.00
Employment Type: Full Time
Work Place: Office
Experience Required: 5+ to 7 years
Education Required: None
Job Description
- Provides operational support in the areas of communication, scheduling, vendor management, human resources, and risk management.
- Proactively manage and maintain executives’ calendars on a daily, monthly, quarterly, and annual basis to ensure accurate scheduling and prioritization
- Organize, flawlessly plan, and execute onsite, offsite and virtual meetings, events, and conferences
- Establish and streamline administrative and operational processes for the team consistent with corporate policies
- Expense reports: track expenses and prepare expense reports
- Organize travel logistics
- Facilitate effective communications (draft internal communications and announcements, edit documents for accuracy and clarity, create or edit presentations, send internal email communications)
- Administer JG Foundation charitable giving: review grant requests / directed gifts, schedule quarterly meetings, prepare agenda, prepare correspondence, and minutes
- General office administrative support and back-up as needed
- Assist with additional projects as needed and requested
- Contacts database and email list maintenance
- Demonstrate a “can do” mentality. Work independently and as part of a team.
- Strong written, verbal, and interpersonal communication skills, with the ability to take initiative and `build/maintain meaningful, productive relationships across organization.
- Dependable and able to demonstrate a high degree of confidentiality, integrity and a sense of urgency with highly sensitive issues.
- Be highly proactive and take ownership to anticipate needs and able to manage-up and downstream to ensure deadlines are met timely and accurately.
- Consistently and positively contribute in a small office work environment prioritizing multiple functions and tasks, and managing time efficiently.
- Ensure all relevant or useful information is shared to achieve the best overall outcome.
- Demonstrate a high degree of accuracy and attention to detail of own work.
- Adapt to changing business needs and shift while remaining calm and composed.
- Excellent problem-solving skills and the ability to think creatively to quickly resolve unexpected issues
- Demonstrate composure, confidence, professionalism, diplomacy
- Maintain excellent office / shareholder / business partner relations through regular personal contact responding to requests, concerns, comments, and questions.
- Comfortable communicating with shareholders on myriad levels (i.e., business inquiries, family inquiries, foundation contributions, family retreat)
- Coordinate preparations for board meetings, retreats, and employee functions
- Manage office vendor accounts / relations
- Answer incoming phone calls and control visitor reception
- Excellent organizational and communication skills
- Effective business writing skills
- High degree of discretion with confidential matters
- Research oriented
- Understanding of office technology (computers, servers, printers, phones, AV)
- Ability to thrive in a small office environment
- 5+ years administrative experience
- Solid skills and knowledge of Microsoft Office (PowerPoint, Excel, Word, Teams) and other business specific tools (e.g. BoardEffect, Publisher, and Outlook) and provide training to others as needed.
- Five (5) days in-office position
- Financial / accounting experience preferred, but not required
- Notary Public certification preferred, but not required.
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