Administrative Assistant II - 100% In Office

Job Description

Job Title: Administrative Assistant 2

Contract Duration: Tentative start date: Mar 17, 2025 through Jun 30, 2025 (Assignment extensions occur quarterly. The selected candidate has the potential to stay in the role for up to 18 months.)

Pay: $29.50/hr

Onsite/Remote/Hybrid (if onsite/hybrid please give city/town name): 100% onsite; Redmond, WA

Must Haves: The role requires 2 overall years of experience in the field

Top 3 Hard Skills Required Years of Experience

• Minimum 2 years experience with Outlook (for scheduling meetings)
• Minimum 2 years experience with Office 365, including Word, PowerPoint, and Excel.
• Minimum 2 years experience with being able to communicate and be detailed orientated with executive stakeholder managements
  
  

Preferred:

• Best vs. Average:
• Strong organizational skills.
• Attention to detail.
• Critical thinking.
• Potential for calendaring support
• Effective written and verbal communication.
• Sense of urgency.
• Ability to manage and support multiple leaders.
• Discretion due to the security-sensitive nature of the work.
• Flexibility to adapt to business needs and work onsite as required.
  
  

Job Description:

Candidate Requirements

• Years of Experience Required: 2 overall years of experience in the field.
• Degrees or certifications required: A degree is not a requirement for this role. Equivalent work experience is acceptable.
• Disqualifiers:
• Lack of effective communication skills with the executive office
• Inability to work on-site five days a week
• Lack of proficiency with Microsoft Office 365 tools
• Lack of experience in a fast-paced environment or inability to multitask effectively.
• Insufficient proficiency in Office 365 tools (Word, PowerPoint, Excel).
• Less than 3 years of relevant work experience.
• Inability to maintain discretion due to the security-sensitive nature of the work.
  
  

Capabilities & Skills:

• Cross-team Communication - Ability to communicate across teams, which consists of communicating through various means. This includes presentations and other communication methods to receive consensus, buy-in, or informing key stakeholders of current process/project status.
• Detail Oriented - The ability to attend to and verify the accuracy and completeness of detailed information in documents, on the computer, and/or in other work products. This includes being able to code, file, compile, transcribe, classify, and/or track details from a variety of different sources/problems/issues.
• Discretion - The ability to exercise judgment and discretion by showing an awareness of the likely consequences, the reactions of others, and the legal implications of one's own actions, and by working within the context of organizational/departmental standards. This includes the ability to behave appropriately in a given situation (e.g., with coworkers, customers/members), using discretion and tact, as well as the ability to be sensitive to confidentiality.
• High Impact Communication - The ability to effectively use multiple means of communication (e.g., verbal, Microsoft teams, email) to interface with others. Involves the ability to drive others to take action by picking the right medium of communication to deliver direction and guidance.
• Oral Communication - The ability to make a verbal message understood and to receive/understand messages during in-person or remote (e.g., telephone) interactions.
• Organization Skills - The ability to be organized, resourceful, and planful. This includes the ability to leverage multiple resources to get things done and lay out tasks in sufficient detail. This also includes the ability to work on multiple tasks at once without losing track, and foresee and plan around obstacles.
• Problem Solving - The ability to identify problems and review related information to develop and evaluate options and implement solutions.
• Scheduling/ Meeting Orchestration - The ability to create, maintain, and manage a calendar by entering in appointments. This includes coordinating with others to makes sure all parties have availability to make an appointment or event. This could be done electronically (e.g., via scheduling platforms), on the phone, or in person. The could include rescheduling a previously made appointment to a time.
• Written Communication - The ability to prepare clear, accurate, and understandable written text, and follow the basic rules of spelling, grammar, and punctuation. This may include memos, emails, proposals, reports, and professional or general correspondence.
• Calendar Management and Meeting Logistics
  
  

May support calendar management for community spaces as needed, based on direction from others. Helps to prepare meeting setting (e.g., booking rooms, troubleshooting virtual settings, providing food). Learns to manage ambiguous situations, with direct guidance from senior colleagues.

• Cross-Functional Collaboration and Communication
  
  

Learns to collaborate internally with lead admins while gaining knowledge from peers and managers. Begins to understand how to build a network. Learns to take direction and prioritize multiple requests from admins, teammates and managers.

• Discipline Growth and Development
  
  

Learns to understand their organization's culture and business admin charter. Participates in the Business Support community. Engages within the community and attends networking events, trainings, etc. Shadows others and learns from others.

• Event Coordination and Logistics
  
  

Supports team experience activities as needed. Assists team with execution of event logistics (e.g., set up, tear down, catering arrangements) under the direction of senior colleagues. Supports team morale and building team dynamics.

• Project Ownership
  
  

Provides onsite team support and carries out tasks under direction of others. Learns to take accountability for their components of assigned project outcomes. Seeks to ask questions and share ideas related to projects.

• Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management)
  
  

Proactively manages supply inventories (e.g., store room, hardware, office supplies, snacks) as needed. Begins learning discretionary budgeting and company finance policies. Relies on guidance from senior colleagues.

• Space Management and Planning
  
  

Assists with team space move logistics as necessary.

• Team Management Support (Headcount Management, Recruitment, Onboarding/Offboarding)
  
  

Helps to provides onboarding support for new employees, vendors, and interns, under the direction of senior team members (e.g., ordering new hire equipment, setting up workstations, distribution lists, security groups).

• Travel Management
  
  

May begin to shadow and learns travel tools and policies.

Typical Day In The Role:

• Purpose of the Team: Performs a variety of complex administrative functions for all levels of management including external business partners. Manages schedule(s), coordinates travel arrangements and processes business expenses. Coordinates meetings and events, department financial operations, personnel operations, and facility operations. Manages procurement of goods and services including computer equipment, office supplies, reference materials, and vendor relationships. Provides general office support. Serves as the department/group contact. Completes special projects as assigned.
• May support calendar management for community spaces as needed, based on direction from others.
• Helps to prepare meeting settings (e.g., booking rooms, troubleshooting virtual settings, providing food).
• Learns to collaborate internally with lead admins while gaining knowledge from peers and managers.
• Learns to understand their organization's culture and business admin charter.
• Helps to provide onboarding support for new employees, vendors, and interns, under the direction of senior team members (e.g., ordering new hire equipment, setting up workstations, distribution lists, security groups).
• Supports team experience activities as needed.
• Provides onsite team support and carries out tasks under direction of others.
• Proactively manages supply inventories (e.g., store room, hardware, office supplies, snacks) as needed. Begins learning discretionary budgeting and company finance policies. Assists with team space move logistics as necessary. May begin to shadow and learns travel tools and policies.
• Key projects:
• Ad hoc customer meet & greet/escort
• LT/XLT event logistics support
• Ad hoc project management
• LT/Biz Team space and equipment support
• Ad hoc cross-team communications
• Team SharePoints/Team sites updates, including documentation/recording management & organization
• Alias, SG/DG Updates