Executive Assistant needed in Seattle, Washington, United States

Find jobs

Executive Assistant

Company: WORKHUB AGENCY

Job Location: Seattle, Washington, United States

Job Type: FULL_TIME - (ON_SITE)

Job Salary: 0 USD per month.

Date Posted: April 16, 2025

External

Apply Now

Job Description

Job Title: Executive Assistant/ Project Coordinator Position Summary: We are seeking a highly organized and proactive Executive Assistant/ Project Coordinator to provide executive-level support to the Group Vice President and six Vice Presidents. This role is ideal for a seasoned Senior Executive Assistant looking to take on a broader range of responsibilities under the title of Project Coordinator. The successful candidate will manage executive schedules, coordinate meetings, facilitate team logistics, and ensure seamless execution of administrative and operational tasks.Key Responsibilities:Executive Support:Manage calendars for the GVP and VPs, including scheduling meetings and checking availability.Schedule meetings on behalf of executives, ensuring minimal conflicts.Arrange travel accommodations, including flights, hotels, and transportation.Prepare and submit expense reports accurately and in a timely manner.Meeting Coordination:Schedule and manage conference rooms across multiple locations (up to five different states).Organize catering services, ensuring orders are accurate and delivered on time.Collaborate with meeting leaders to determine logistics such as room layout, required equipment, and power access.Coordinate with onsite conference room staff to meet all meeting room requirements.Team Resource Management:Oversee laptop and hardware inventory for team members, including full-time employees and contractors.Handle hardware requests and fulfillment.Serve as the primary point of contact for office-related inquiries, such as ergonomic asset requests, office supply needs, and workspace reservations.Additional Responsibilities:Assist in coordinating meeting agendas and ensure presentation materials are complete.Take meeting notes and track action items for follow-up.Work closely with the communications lead on internal announcements and newsletters.Draft and send communications on behalf of executives.Provide onsite support as needed.Qualifications:Bachelor’s degree preferred, or equivalent experience.5+ years of experience as an Executive Assistant, Project Coordinator, or similar administrative role.Strong proficiency in Microsoft Office Suite (Outlook, Teams, Excel, PowerPoint) and other productivity tools.Exceptional organizational and multitasking abilities.Strong attention to detail and problem-solving skills.Excellent written and verbal communication skills.Ability to work independently while managing multiple priorities.Experience handling sensitive and confidential information with discretion. Work experience as an Executive Assistant, Personal Assistant or similar roleExcellent MS Office knowledge Outstanding organizational and time management skillsFamiliarity with office gadgets and applications (e.g. e-calendars and copy machines)Excellent verbal and written communications skillsDiscretion and confidentialityHigh School degreePA diploma or certification is a plus

About WORKHUB AGENCY

Workhub offers the best jobs, internships and scholarship opportunities to millions of people around the world. Take a hold of your professional career today, start your journey to explore a world full of opportunities.

Don't count the days, make the days count.