Executive Assistant to President/CEO

Position Summary

The Executive Assistant (EA) provides dedicated support to the President and CEO of a Seattle-based business (affordable housing industry); the support includes executive business support, his work with several boards, and some personal support. As an extension of support to the executive, this role will include some support to the executive’s wife. Additionally, this role includes some support for office operations.

The ideal individual will be highly self-motivated and exercise exceptional judgement and discretion in a variety of high-pressure situations.

This position is replacing the executive’s EA of 7 years, who is moving abroad (for spouse’s career). She will stay on to support the transition to her replacement.

Application instructions

The application instructions are listed at the bottom of this JD. We will only accept applications from candidates who follow the application instructions.

Responsibilities

Executive support

· Complete a broad variety of administrative tasks for the executive including managing an active calendar of appointments, ensuring the schedule is organized efficiently, prioritizing most important items and resolving all conflicts.

· Compose and prepare correspondence and presentations noting and respecting confidentiality.

· Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response.

· Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.

· Maintain discretion and confidentiality in relationships with internal and external clients.

· Restaurant reservations (both locally, and while traveling)

Travel

· Arrange complex and detailed travel including private aviation, international travel, itineraries, and agendas.

Office/team support

· Picking up mail at a PO Box weekly, and sorting/distributing/flagging, as needed

· All planning for annual company gatherings and off-site retreats

· Arranging group dinners (both locally and in other cities), arranging catering for meetings

· Orders for office (such as snacks for kitchen, Costco bulk supplies, postage machine supplies, etc.)

Personal and spousal support

· Personal errands (i.e.: picking up dry cleaning, taking car in for services when needed)

· Personal shopping (i.e.: picking things up, making some returns, taking items to executive’s home)

· Gathering documents needed by other professionals who support this executive and his wife (i.e.: gathering materials for CPA)

· Collaboration with others who support the executive and his wife (i.e. staff at other properties, building staff, advisors)

· Scanning, filing, mailing, tracking (especially when executive and his wife are traveling)

Required Qualifications

· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly.

· Exceptional attention to detail and accuracy.

· Stellar interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners.

· Polished and professional demeanor in dealing with all situations.

· Strong intellectual curiosity and willingness to learn in order to increase proficiency in role.

· Demonstrated proactive approaches to problem-solving with strong judgment and decision-making capability.

· Ability to multi-task, deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.

· Expert-level written and verbal communication skills.

· Highly resourceful team-player, with the ability to also be independently effective.

· Forward looking thinker, who actively seeks opportunities and proposes solutions.

· Initiative and sense of urgency.

· Proven ability to act with discretion and maintain complete confidentiality.

· *Notary is a plus, but not required

Education and Experience Requirements

· Bachelor's degree preferred.

· 5+ years of experience supporting a C-Suite Executive or equivalent.

· High proficiency with MS Office including Word, Outlook, Excel, PowerPoint.

· Proficiency using AI as a tool for your work (will be asked to share how you currently use it)

· Problem analysis and problem-solving skills.

· Excellent judgment and decision-making ability.

· Experience working independently and handling sensitive, confidential material discreetly.

Expectations

· In office Mondays, Wednesdays and Thursdays (Belltown location), during business hours

· Occasional support needed outside of standard business hours, especially when executive is traveling in different time zones

· Must have personal vehicle to use for aspects of job that require driving (mileage will be reimbursed)

· Must be okay being around cats. The executive and his wife have a cat and occasionally you’ll need to be in the home where the cat lives. They often travel with their cat, but there may be some need to check in on the cat from time to time.

Compensation

· Competitive salary, $120k – 140k

· Benefits include:

• Medical, dental, and vision coverage plus Health Savings and Flexible Spending Accounts.
• 401(k) with employer match, competitive salary, and annual bonus opportunities for all positions.
• Reimbursement for licenses and certifications, leadership coaching, conferences, and other professional development.
• Basic life insurance, employer-funded long-term disability, commuter benefits, and generous paid time off.

To apply

This search is being managed by Elizabeth Meyer of The Meyer Suite. All applications will go through Elizabeth, initially. Please only submit your materials here, via Indeed.

1. This hiring process may last into the new year. Please confirm you are aware of this and okay with the timeline.

2. Please confirm you meet the experience requirements listed.

3. Please confirm you acknowledge this role is hybrid and will require multiple days in-office.

4. In just a couple of sentences, please share what about this particular EA role is attractive to you.

5. What have you not yet experienced career-wise that you do want to learn/manage/or better understand in your next role?

6. To prove you are human, what did you have for dinner last night?

Thank you for your time reviewing this job description and applying for the job. Due to the volume of responses we receive, we will not be able to acknowledge each application. Please do not contact us multiple times. If we feel you could be a good fit for this position, we will contact you.

Pay: $120,000.00 - $140,000.00 per year

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Seattle, WA 98121