Executive Assistant
iSoftTek Solutions Inc
Kent, washington
Job Details
Full-time
Full Job Description
Job Summary:
The Executive Assistant/Receptionist is responsible for answering the phone, greeting, assisting, and providing direction and information to clients, visitors and other guests of the organization.
In addition, the Executive Assistant/Receptionist will provide comprehensive support and manage the operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
Job Details:
- Work Schedule: Monday-Friday, 8:00 AM - 5:00 PM
- Must be able to work outside of regular hours
- Work Location: Pacific Power Group, 7215 S. 228th St, Kent, WA
- Eligible for a Short Term Incentive (STI) Bonus plan: 10% of base salary
Benefits include: Medical, Dental, Vision, 15 days PTO, 10 Paid Holidays, Life Insurance, AD&D, Short/Long Term Disability, 401K with Company Match, Pet insurance, Optional Supplemental Insurances, Legal Assistance for Identity Theft, Health Advocate, Tuition Assistance, Maternity and Paternity Leave, Adoption Aid.
Essential Duties & Responsibilities:
- Direct request and concerns to proper personnel
- Distribute mail to appropriate departments
- Handle ordering request and office supplies
- Scanning documents to increase productivity and efficiency
- Complete a broad variety of administrative tasks that facilitate the ability to effectively lead the organization, including assisting with special projects; analysis of certain documents; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
- Provide sophisticated calendar management for leaders. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Coordinate meetings, arrange appointments, manage schedules, make travel arrangements, prepare and file important documents, and perform other essential tasks as necessary.
- Replenish office materials such as snacks, printer supplies, paper, office supplies, etc. for assigned meeting facilities.
- Coordinate meetings and retreats and assist with staff meetings and events as needed. Facilitate, manage and lead executive standard work on accountability and following up on weekly executive meetings; staff meetings; and other ad-hoc meetings.
- Back-up phones
Requirements
Required Knowledge, Skills and Abilities:
- Self-manage and establish their own goals and workflows. The ability to take initiative, give instructions, and be accountable for results.
- Strong ability to execute work with a diversity, equity, and inclusion lens.
- Expert proficiency with Microsoft Office Suite and desktop publishing software; ability to design and edit graphic presentations and materials.
- Strong verbal and written communication skills.
- Exceptional organizational skills and impeccable attention to detail.
- High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, staff, front-line leaders, suppliers (partners).
- Make appropriate, informed decisions regarding priorities and available time.
- Ability to complete a high volume of tasks and projects with little or no guidance.
- Thrive in an intense, do-it-yourself, start-up environment.
- Ability to work well within a cross-functional team environment and diverse employee base.
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Excellent judgment is essential.
- Ability to switch gears at a moment’s notice
Education and Experience Requirements:
- Significant executive support experience is preferred
- 2+ years of experience; high school diploma
- Excellent verbal communication skills
- Availability to work shifts, including evenings
- Ability to solve client issues in a friendly and timely fashion
- Friendly and welcoming demeanor
Work Environment & Physical Demands:
- This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopies, filing cabinets, printers and scanners.
- While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk; use hands to finger, handle or feel; and reach with hands and arms.
- Lifting up to 30 pounds