Executive Administrative Assistant 3

Job Description

Job Title: Executive Administrative Assistant 3

Contract Duration: Tentative start date: Mar 20, 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: $42.75/hr

Onsite/Remote/Hybrid (if onsite/hybrid please give city/town name): Hybrid – 3 days in office/wk; Redmond, WA

Must Haves: The role requires 7 overall years of experience in the field

Top 3 Hard Skills Required Years of Experience

• Complex Calendaring in Outlook, using One Not and Microsoft Teams | 4 Years of Experience
• Executive Communications Experience (ex: creating meetings/newsletters on behalf of executives as well as working with executives) | 4 Years of Experience
• Planning/Coordinating Travel, Events, etc.) | 2 Years of Experience.
  
  

Preferred: The best candidate has previous experience working in a law firm and can understand corporate and legal affairs. Similarly important is diplomacy and professionalism to work with senior executives and high-ranking government officials. The best candidate has previous experience working with fast paced teams and understands how to match pace when having to wait on others or setting up same-day meetings. Similarly, the ideal candidate has strong follow-through skills and confirms when actions have been completed.

Summary

Job Description:

The main function of an Executive Administrative Assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office.

Job Responsibilities

• Provide complex administrative support for two General Managers, including calendar management with attention to detail, accuracy, and timeliness
• Manage domestic and international travel scheduling end-to-end including the proactive anticipation of logistics and itineraries.
• Process expense reports in a timely manner, as well as interim approve their Directs’ expense reports.
• Maintain organizational charts, team aliases, other administrative projects as assigned
• Work closely and collaboratively with the other business administrators within the organization.
• Prepare agendas and make arrangements for Rhythm of Business and recurring team meetings for the GMs.
• Support formatting and design for PowerPoint as needed.
  
  

Skills

• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Ability to work independently and manage one’s time.
• Ability to keep information organized and confidential.
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.
  
  

Education/Experience

• High school diploma or GED required.
• 5-7 years experience required.
• Experience working with executives highly preferred.
  
  

Typical Day In The Role

• Purpose of the Team – The team frequently works with AI and how to responsibly use AI in a fast paced and dynamic work environment. While the team does have some technical understanding of AI, the team largely supports the legal policy around AI usage.
• Key projects – Support and provide calendar support for two General Manager (GM) level executives. Also support travel planning, planning for offsite events and large meetings that may require event planning. Partner with the Chief of Staff to coordinate with various executives and provide some team support.
• Travel support – The GMs will collectively travel only a few times a year.
• Calendaring – Complex calendar support for two executives. Prepare a brief of the next week’s activities, meetings, etc.
  
  

Expense reports, and coordination for teams RoB, scheduling check-ins, recurring team meetings, etc.

• Basic excel skills, candidates should be very familiar with teams, outlook, OneNote
• Typical task breakdown and operating rhythm -
• 65% Calendaring! Being able to juggle moving parts and rearrange things while maintaining the voice of the executive & understanding which meetings to prioritize
• 15% Travel/Event Planning!
• 10% Team Communications!
• 10% General Support
  
  

Compelling Story & Candidate Value Proposition

• What makes this role interesting? - Be part of purpose driven team that drives impact within responsible AI! AI is at a pivotal point right now, and the products this team supports are at the center of it all.
• Unique Selling Points - High amount of exposure to very senior executives