What are the responsibilities and job description for the Executive Assistant position at Innovative Systems Group?
Location : 3655 131st Ave SE, Bellevue, WA 98006 (Onsite)
Contract : 02 / 03 / 2025 to 05 / 01 / 2025
At least 5 years relevant experience required . Relieves the Sr Director, Corporate Events, Sir Director, Chief of Staff, Data & AI, and backfill to EVP Executive Assistant for administrative type functions, internal event coordination, and fulfilling team health and reward and recognition moments on behalf of the executive in order to increase the time an executive has available for executive level responsibilities.
May handle a wide variety of situations and conflicts involving the administrative functions, event coordination, and project management operations of the office. Responsible for confidential and time sensitive material.
Prepares routine schedule, briefing materials, and correspondence including monitoring email inbox, calendar management, booking travel, expense reports, and project management support.
Familiarity with a variety of the field's concepts, practices, and procedures. Relies on experience and judgment to plan and accomplish goals.
Will frequently collaborate with and lead the work of others.
Will report to the Sr Director, CoS, Data and AI. Is expected to bring a high level of executive presence, professionalism, judgement, and ability to work through ambiguity.
Responsibilities :
Support senior leader by performing advanced-level administrative work of complex nature including planning, coordinating, organizing and producing work that requires a high level of discretion and confidentiality.
Manage executive's schedule, arranging appointments, travel, meetings, conference calls, etc.
Execute special or continuous research and data analysis tasks. Analyze problems, determine approach, compile and analyze data and prepare reports and recommendations.
Coordinate activities between departments and outside parties. Contact company personnel at all organizational levels to gather information on behalf of executive.
May communicate on behalf of executive, must be able to determine most appropriate method of communication by assessing situation and applying judgement.
Project management and event planning tasks (working with vendors and suppliers to build swag, gifts, book reservations, book event space, coordinate details, order catering, flowers, etc.).
Microsoft applications (Outlook, Word, PowerPoint, Excel), Navigating PowerBI Dashboards.
What does a typical day look like? (daily tasks)
Mostly managing calendar (booking and re-landing current meetings, securing and negotiating conference rooms), ordering and delivering lunch, coffees, etc., managing email inbox and / or drafting communications), supporting team meeting materials (agendas or slides in PPT), working with suppliers to create custom swag, reward and recognition gifts and celebrations, planning team offsites, happy hours, dinners, etc., and taking on project management elements, and pitching in to support department-wide events.
Preferred background / prior work experience?
Executive assistant with 5-10 years' experience to leverage past experience and judgement but also motivated to learn and potentially viewing the role as an opportunity for growth pending succession plans.
Priority soft skills :
Flexible / adaptable (comfortable with change), professional, trustworthy and doesn't overshare, friendly and can serve as a confidant, doesn't take things personally or is overly sensitive, polite and kind, detail-oriented and extremely organized.
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