Executive Assistant

Summary

The Executive Assistant plays a vital role in supporting the Executive Committee (ExCom) by acting as a strategic liaison between the Executive Team and internal and external clients. This role enhances operational efficiency and corporate image by managing a broad range of administrative responsibilities with professionalism and discretion. Key functions include organizing the Executive Team's annual rhythm of business (ROB), such as weekly ExCom meetings, monthly All-Hands, strategic planning workshops, and special projects. The role requires a high degree of independence, confidentiality, and sound judgment to ensure seamless communication and execution of responsibilities.

Essential Duties and Responsibilities

The Executive Assistant, reporting to the Senior Manager, Talent Acquisition, provides administrative and organizational support to ensure seamless operations and enhanced productivity across the Executive Team and broader organization. Key responsibilities include:

Administrative and Calendar Management

• Manage complex calendars, scheduling meetings and events, and keeping the Executive Committee (ExCom) informed of schedules, action items, messages, and relevant business issues.
• Anticipate needs and proactively execute administrative tasks to improve efficiency and effectiveness.

Meeting and Event Coordination

• Plan and coordinate all aspects of meetings and events as needed, including ExCom, All Hands, Sales & Operations Planning (S&OP), Monthly Plan Review (MPR), Strategic Planning, Fun Events, and team-building activities.
• Schedule and coordinate Safran, supplier, and client meetings, ensuring all necessary preparations such as technical support, reports, room configurations, and catering are complete.
• Attend meetings, create agendas, take minutes, disseminate materials, and track key deliverables for follow-up.
• Develop and manage the annual ROB calendar, including fiscal-year scheduling and executive meeting cadence.

Communication and Document Management

• Contribute to an effective communication plan by creating and formatting professional documents, including reports, presentations, spreadsheets, and memos. Ensure accuracy and maintain organized, up-to-date files.
• Serve as a key liaison, fostering a positive work atmosphere and building effective relationships with clients, colleagues, and management.

Travel and Itinerary Coordination

• Use travel tools to coordinate detailed travel arrangements for the Executive Team, including accommodations, transportation, and security logistics.
• Create, reconcile, and submit expense reports for the Executive team.
• Create comprehensive itineraries to maximize trip productivity and ensure preparedness by briefing leaders and sharing relevant information.

Project Management

• Complete special projects and assignments by setting objectives, managing time, securing collaboration, and monitoring progress.
• Track and follow up on key deliverables to ensure timely completion.

General Responsibilities

• Maintain and organize departmental processes, ensuring documentation through Business Systems (BMS) and Document Control as required.
• Be responsive to the daily and ongoing needs of the Executive Team.
• Handle other duties as assigned, contributing to overall team success and operational efficiency.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Greenpoint Core Competencies:

• Adaptability - Adapts to changes in the work environment, manages competing demands, and accepts constructive criticism/feedback and changes approach or method to best fit the situation.
• Communications - Expresses ideas and thoughts effectively in verbal and written form, exhibits good listening and comprehension, keeps others informed and uses appropriate communication methods.
• Dependability - Responds to requests for service and assistance, follows instruction and responds to management direction, takes responsibility for own actions and doing the best job possible, keeps commitments, and maintains reliable attendance.
• Initiative - Sets and achieves challenging goals, demonstrates persistence and overcomes obstacles, measures self against standard of excellence, recognizes and acts on opportunities, and takes calculated risks to accomplish goals.
• Teamwork - Balances team and individual responsibilities, exhibits objectivity and openness to others' views, gives and welcomes feedback, contributes to building a positive team spirit, and puts success of team above own interests.
• Work Quality - Demonstrates accuracy and thoroughness, displays commitment to excellence, looks for ways to improve and promote quality, applies feedback to improve performance, and monitors own work to ensure quality.

Job Core Competencies:

• Attendance & Punctuality – Schedules time off in advance, begins working on time, keeps absences within guidelines, ensures work responsibilities are covered when absent, and arrives at meetings and appointments on time.
• Customer Service – Displays courtesy and sensitivity, manages difficult or emotional customer situations, meets commitments, responds promptly to customer needs, and solicits customer feedback to improve service.
• Planning & Organization – Prioritizes and plans work activities, uses time efficiently, plans for additional resources, integrates changes smoothly, sets goals and objectives, and works in an organized manner.
• Self-Management - Regulates impact of own emotions upon others, remains focused and energized under stress, accepts criticism, and recovers quickly from setbacks, and projects realistic self-confidence in abilities.

Summary of Education, Experience & Certification

We are seeking a candidate with a strong program management mindset. The ideal candidate will hold a bachelor's degree in a relevant field and have at least five years of experience in administrative support, business operations, program management, marketing, or client services. Experience in environments emphasizing strategic planning and coordination is highly preferred.

Employees working on programs subject to International Traffic in Arms Regulations must qualify as a US Person which is defined as a US Citizen, a Permanent Resident who does not work for a foreign company/foreign government/foreign governmental agency or organization, or a political asylee for legal compliance purposes.

Required Knowledge, Skills & Abilities

• High level of professionalism; ability to interact effectively with diverse styles.
• Proactive approach in a fast-paced environment.
• Strong business acumen and leadership skills.
• Positive, self-starter, organized, and adaptable.
• Effective multitasking with attention to detail and follow-through.
• Proficient in Office 365 Suite and technical tools.
• Excellent written, oral, grammatical, editing, and proofreading skills.
• Strong organizational and prioritization abilities.
• Open to giving and receiving constructive feedback.
• Skilled in decision-making, problem-solving, and multitasking under dynamic conditions.
• Maintains confidentiality, discretion, and objectivity.
• Independent worker with minimal supervision; excels in team settings.
• Experience in international communication and cultural sensitivity preferred.
• Exceptional customer service skills.
• Physically capable of light to moderate lifting and extended computer use.
• Availability for office-based work in Bothell, occasional travel, and flexible hours as needed.

The expected WA salary range for this position is between $82,000.00 - $113,000.00 USD. Actual compensation will be determined based on experience, education, location, and other factors permitted by law. Our suite of comprehensive benefits include healthcare (medical, dental & vision), life insurance, paid time off, and a 401(k) savings plan with company match.