Executive/Personal Assistant to the CEO

General Summary

The Executive/Personal Assistant will provide comprehensive support to the executive team by managing company credit cards, planning events, overseeing office and executive kitchen maintenance, handling sponsorships and donations, booking external meetings, notarizing documents, managing tickets for various events, and maintaining vehicles. The Harbor Internship provides an opportunity to gain hands-on experience in various aspects of business.

This internship is designed to provide exposure to a fast-paced and collaborative work environment, allowing the enhancement of skills and contribute to real-time projects. There will be instances and situations to interact with other Harbor departments and learn how they engage with the CEO & CFO, and other executive team members.

Compensation: $25/hr

Benefits Summary: Benefits for Harbor Team Members include vacation, sock leave, personal day, paid holidays, medical, dental, vision, and life insurance, 401(k) retirement plan with a generous employer match

Key Responsibilities

Financial Management:

• Pay all BOA Cards on the 1st of the month and send screenshots to AP.

• Download, print, and send BOA Statements to AP on the 12th of the month.

• Code and manage receipts for credit cards by the end of the month.

• Pay Justin's Capital One Credit Card by the 14th of the month and send screenshots to AP.

• Download, print, and send CO Statements to AP on the 24th of the month.

• Code and manage receipts for Justin's credit card by the 10th of each month.

Event Planning and Coordination:

• Plan and coordinate internal and external events with the committee.

• Create and send out save-the-dates/invites, post around buildings, and collect RSVPs.

• Lead specified events, including planning meetings, finding venues, creating activities, gifts, meals, entertainment, etc.

• Contract and manage payments with all vendors involved.

Office and Executive Kitchen Maintenance:

• Ensure Justin's fridge is stocked with water at all times.

• Address cleaning issues and facility concerns.

• Maintain the espresso machine, including stocking cups and lids, cleaning the machine, and filling the grinder with beans.

Administrative Tasks:

• Arrange travel, including private plane, rental car, dinner reservations, etc.

• Collect and sort mail for Justin and Jim weekly.

• Manage sponsorship requests and donations, ensuring they are within budget and coordinating with AP.

• Attend Harbor Cares meetings.

• Book meetings or training in the 1923 room for external industry organizations.

• Prepare, notarize, and send off personal or business documents.

• Manage season tickets for Mariners, Seahawks, CPA, Kraken, Storm, and concerts.

Vehicle and Property Maintenance:

• Schedule routine maintenance, detailing, and repairs for vehicles and toys.

• Schedule driveway/patio pressure washing, gutter cleaning, and roof cleaning for Erickson's home.

Meeting and Event Setup:

• Set up meeting rooms, provide meals and beverages, prepare presentations and swag.

• Ensure the Wynoochee Room is stocked with beverages and snacks, accept meeting invites, and maintain the table.

• Manage the leased building, store décor, games, gifts, and handle security system alerts.

Personal Assistant Tasks:

• Housesit and watch the dog/cats.

• Arrange dinner/events at their home, including food, entertainment, décor, and providing hosting that evening.

• Help with arrangements for kids, including college needs.

• Organization, signing, and sending off important family documents.

• Plan and organize anniversaries, celebrations of life, funerals, etc.

• Manage Caldera home.

Education and Experience

• Education: Currently enrolled in a bachelor's or master's degree program in Marketing, Business, Communications, or a related field.
• Professional Skills: Ability to take directions and ask questions as appropriate. Comfort with ambiguity and ability to make autonomous decisions. Ability to work independently and collaboratively in a team environment.
• Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain a high level of organization.
• Communication Skills: Strong verbal and written communication skills are essential for interacting with executives, clients, and other stakeholders.
• Technical Proficiency: Proficiency with office software (e.g., Microsoft Office Suite) and other relevant tools.
• Discretion and Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.
• Problem-Solving Skills: Ability to anticipate needs, identify issues, and find effective solutions quickly.
• Professionalism: A high level of professionalism in appearance, demeanor, and interactions.
• Adaptability: Flexibility to handle changing priorities and work under pressure. Eagerness to learn and contribute to a fast-paced work environment.
• Attention to Detail: Meticulous attention to detail to ensure accuracy in all tasks.

All finalist candidates will be required to successfully pass a background and MVR report check.

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.