Executive Assistant - 1O1K058

Snipebridge, a strategic talent solutions company specializing in connecting exceptional talent to great career opportunities in the Architecture & Planning industry, is seeking an Executive Assistant.

Our client is an award winning design practice founded on the idea that buildings can serve as a bridge between nature, culture, and people and that inspiring surroundings positively affect people’s lives. The firm’s work can be found across the globe with projects as wide-ranging as huts to high rises, homes—often for art collectors—to academic, cultural and civic projects, museums and exhibition design, places of worship, creative production, urban design, and interior design.

POSITION SUMMARY

The primary responsibilities of this Executive Assistant role are to maintain the Principal’s schedule, coordinate with internal stakeholders and external clients, provide logistical and travel support, and work on project and operations-related projects. This is an on-site position based in Seattle, WA.

Primary Responsibilities:

Schedule, Travel & Expense Tracking 

• Maintain an accurate and detailed calendar for the Principal daily to avoid potential overlaps.
• Manage and log incoming meeting requests, re-schedule meetings upon request, proactively communicate changes and anticipate and respond to scheduling conflicts. 
• Meetings will be with internal design teams and external client-facing meetings, often across multiple time zones.
• Monitor and track the Principal’s tasks and projects to ensure they are properly prioritized according to deadlines and organizational developments.
• Communicate daily with the Principal on the status of various tasks regularly in an agreed-upon format. 
• Organize internal and external meetings for the Principal, including logistical and substantive preparation. 
• Manage the Principal’s travel schedule with high attention to detail to plan all logistics and arrangements. 
• Track and submit credit card expenses, coding correctly to appropriate billing codes through the firm’s expense tracking software.
• Complete and submit weekly timesheets each Monday to support the Principal’s billable hours.
  

Communication

• Manages and delivers essential information, updates, and announcements.
• Facilitates effective and efficient communication between other executive assistants, and project teams and ensures alignment with executive priorities and productivity.
• Requires skilled strategies for remote communication, including regular presence online for issues or questions that arise, thinking several steps ahead, outlining questions in advance of meetings, and strong task-tracking skills.
  

Project Support

• Prepare documentation and meeting notes if asked to participate in ongoing project meetings, as needed, to track action items.
• Determine action items from the Principal’s meetings and take action on filing assets, setting up the following meetings, and following up with project team members for the next steps.
• Communicate with team members and track the status of tasks for the Principal to ensure work is tracking and being completed
  

Education/Skills/Experience:

• Two (2) years of post-graduate experience
• Two years’ experience providing high-level administrative support to executives. 
• An independent self-starter with a tenacious focus and a growth mindset. 
• A strong focus on finding solutions while engaging others positively and enthusiastically.
• Ability to provide occasional emergency response/support outside normal business hours
• Ability to write professionally, succinctly, politely
• Highly proficient with MS Office – Outlook, PowerPoint, Excel, Word, and MS Teams. 
• Proficient with online meeting systems such as – Zoom, GoToMeeting, MS Teams, etc. 
• Demonstrated expertise in travel management and managing travel itineraries.

Benefits

At the time of posting this job, the hiring range for this position in Seattle is between $80,000 and $90,000 annually.  Final salary decisions are made based upon the extent and relatedness of the candidate’s education and experience and considering internal equity and external market factors.