Provides high level support for an executive[s], handling a wide range of administrative and executive support-related responsibilities and can work independently with little or no supervision. Has the ability to interact with staff at all levels in a fast-paced environment while remaining flexible, proactive, resourceful, and efficient with a high degree of professionalism and confidentiality. Compensation will be based on prior experience.

Key Roles & Responsibilities include, but are not limited to:

Manage calendar activity, schedule appointments and phone calls, coordinate complex travel arrangements, and administer expense reporting and tracking
Communicate effectively with executives and other administrative staff to gather and convey information about the Firm’s activities
Provide support for projects to meet the ongoing needs of the Managing Director, including budget administration, reconciliation and submission of invoices, organization of Innovation-related events, maintaining the office’s calendar, and logistical and technical needs
Schedule and organize conferences
Complete weekly and monthly reports on a variety of subjects
Provide other administrative support to the rest of the executive team members, as needed

Minimum Qualifications

Undergraduate degree in Business Administration preferred
Minimum of three years prior executive-level administrative support or coordinator experience is required, ideally in a matrixed work environment
Must have demonstrated proficiency in using a variety of office/desktop solutions including Microsoft Office (Outlook, Excel, Word, and PowerPoint) – SharePoint is a plus
Excellent writing and proofreading skills
Must have effective written and verbal communication skills and demonstrate confidence in communicating with all levels of the organization
Possesses critical thinking skills and demonstrates problem-solving capabilities
Self-starter with initiative who is also able to operate with minimal supervision
Strong organizational skills and ability to multi-task in a fast-paced environment
Maintains attention to detail and ensures accuracy in work performed
Demonstrated ability to work independently and follow through on assignments with excellent attention to detail
Proven ability to multi-task and work well under pressure while meeting deadlines
Proven ability to handle sensitive and confidential information ethically and responsibly
Ability to work flexible hours (i.e., working before 7 am or after 4 pm) as required
Strong team member with collaborative skills

Olympic West Fire Protection LLC

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Executive Assistant