Administrative Assistant in Redmond, WA

Open to Fully Remote, Domestic US Sourced candidates in any time zone, however preference is that at least one contractor will be located close to in Redmond, WA to report to the office occasionally.

Prior Client experience and experience with internal Client tools is highly preferred but not required - similar experience in another large enterprise tech company like Amazon, Meta, etc. can substitute for Client experience.

If hybrid, # of days contractor will be required to work onsite: If able to come into the office this will not be a regular schedule, rather as needed support which is currently not often: a few times per month/once a week at most.

The team will need onsite support for occasional team events, shipping or receiving something, etc.

 Chance for Extension (Y/N): Y

Top 3 Hard Skills Required + Years of Experience

• Minimum 8 years experience with calendaring in Outlook
• Minimum 5 years experience with administrative support for large teams (100+ team members)
• Minimum 5 years experience with prior experience in a large enterprise tech company (Amazon, Meta, Client, etc.)

Typical Day in the Role

• Purpose of the Team: The purpose of this team is providing administrative support for a fast paces sales team in the health and public services sector. The team recently merged with a federal team and requires additional administrative support.
• Key projects: This role will contribute to standard administrative support including calendar support for 2-3 GM level team members, help run and coordinate morale events and occasional leadership offsite events and all hands calls, help book domestic travel (no international travel, the team is entirely in the US), vendor setup and alias management, budget and Rhythm of Business support, hardware support, and very infrequent space management. Basic-intermediate excel skills are required.
• Typical task breakdown and operating rhythm: The role will consist of a varied workload everyday. Meetings will be light, and there is a consistent rhythm at every end of month, end of quarter, and end of year. Otherwise the role is very flexible and alternates between various tasks listed above. Calendar support will be the largest slice of the workday.

Candidate Requirements

• Years of Experience Required: 8-10 overall years of experience in the field.
• Degrees or certifications required: No degree is required to be eligible for this role.
• Disqualifiers: Candidates that are too junior/do not have significant recent experience as administrative assistants will not be eligible for the role.
• Best vs. Average: The ideal resume would contain significant prior experience in a large enterprise tech company such as Amazon, Meta, Client , etc.
• The best candidate also has a great attitude, can be flexible as business needs change, is able to use discretion with confidential materials, can prioritize important actions, and can provide a reference from a previous hiring manager they worked for.
• Performance Indicators: Performance will be assessed based on ability to support the team and quality of support.

Summary:

• The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions.
• A typical administrative assistant acts as information and communication managers for an office.

Responsibilities include, but are not limited to:

• Calendar support, proactively manage calendar(s), making decisions to prioritize requests based on shifting business priorities, time management, and ensuring that all meeting details are accurate
• Prepare and process expense reports
• Book travel and manage “on the ground” logistics
• Ensure compliance of administrative operational policies and procedures
• Assist with headcount, recruiting and onboarding activities
• Assist with system transactions/maintenance for vendors, CSGs and FTEs
• Create and maintain org charts, distribution lists, office maps
• General team support for All Hands, offsites and morale events (logistics such as room reservation and catering).
• New employee setup
• Procurement of goods and services, including computer equipment, office supplies, reference materials and facilities requests

Qualifications include a minimum of 7 years of relevant work experience.

• Proficiency with Client productivity software, including Word, Outlook, PowerPoint, Visio, Excel, OneNote, and SharePoint is required.
• A high level of experience with internal Client tools such as Employee Central, FIM, MSSpace, MyOrder, MSTravel and MSExpense is strongly desired.
• Strong communication skills, both verbal and written, are required.
• The ability to maintain confidentiality is vital. Bachelor’s degree preferred.

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