Executive Administrative Assistant in US-Remote

Fully Remote Domestic US Sourcing, candidates can work out of any timezone in the continental US with a slight preference for PST. Similar preference for candidates that are near Redmond, WA and can come into the office in building very infrequently.

If local the role will be largely remote, only asked to come onsite very infrequently if at all.

Top 3 Hard Skills Required + Years of Experience

1. Minimum 5 years experience with Calendar and email support in Outlook
2. Minimum 5 years experience with Travel and Expense reporting.
3. Minimum 5 years experience with supporting executives.

Typical Day in the Role

• Purpose of the Team: The purpose of this team is supporting independent software vendors. The team is a sales organization of working with various partners including lots of external companies.
• Key projects: This role will contribute to calendar, travel, and expense support for two VP level executives, one located in PST and one in EST. The role will focus heavily on calendar support in Outlook, and will frequently interact with external contacts and offices. There may be some one-off team support, but will primarily focus on supporting these executives. There may be some light event planning as well, such as when an executive is travelling they may need help booking a room or ordering light catering for a small meeting with others.
• Travel support will include domestic US and international travel, travel volumes will vary depending on business needs but may be roughly 1-2 domestic trips per month and likely one international travel booking every 2-3 months. Knowledge of international Visa processes is not required. Basic excel skills including simple pivots tables is required.
• Typical task breakdown and operating rhythm: The role will consist of roughly 50% calendar support, 40% travel, 10% submitting and reconciling expenses for trips.

Compelling Story & Candidate Value Proposition

• What makes this role interesting? - This role provides the opportunity to work in the best team at client, very supportive with lots of opportunities to grow and learn.
• Unique Selling Points: Opportunities for exposure to front end software, working with partners impacting the world.

Candidate Requirements

• Years of Experience Required: 5-7 overall years of experience in the field.
• Degrees or certifications required: No degree is required to be eligible for this role. It would be nice to see some M365/office certifications especially in Outlook, but none are required.
• Disqualifiers: Candidates with exclusive experience as group assistants will not be eligible for the role, this role will focus largely on executive support without much team support needed.
• Best vs. Average: The ideal candidate also has a great business acumen, is a proactive planner, is well organized, utilizes their strong judgement when scoping problems and making decisions with conviction, and has great adaptability being able to roll with punches and change priorities as demands shift.

Summary:

• The main function of an Executive Administrative 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.

Job Responsibilities:

• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare invoices, reports, memos, letters, financial statements, and other documents.
• File and retrieve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare agendas and make arrangements for committee, board and other meetings.

Skills:

• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Ability to work independently and manage one’s time.
• Ability to keep information organized and confidential.
• Basic mentoring skills necessary to provide support and constructive performance feedback.
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

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