EXECUTIVE ASSISTANT

Req # : 222280 Department : UNIVERSITY MARKETING & COMMUNICATIONS Job Location : Seattle - Other Posting Date : 05 / 15 / 2023 Closing Info : Open Until Filled Salary : $4833-$6417 per month Other Compensation : Shift : First Shift Benefits : As a UW employee, you will enjoy generous benefits and work / life programs.

For a complete description of our benefits for this position, please visit our website,

Although open until filled, priority application date is May 30, 2023. Ranked in 2022-2023 among the top ten public institutions in News & World Report’s list of Best Global Universities, the UW propels the ideas and ideals of students and faculty through active research, engagement, teaching, and volunteering.

University Advancement works to advance the goal of making the UW recognized globally as the greatest public university as measured by its impact on the lives of people here and around the world.

The UW and University Advancement (UA) must weave equity and anti-racism into everything we do. Becoming a more equitable organization starts with us, and focusing on groups that have been excluded and under-engaged will lead to better outcomes for our whole community.

Ensuring that diversity, equity, and inclusion (DEI) are natural outcomes of our activities will require us to state our values, live by those values and work toward our vision every day.

To sustain our efforts, we have defined a path forward with our values clearly articulated and shared throughout the organization.

University of Washington Marketing & Communications has an outstanding opportunity for an Executive Assistant. This is a full-time permanent position.

This position provides executive assistant support to the Associate Vice President of Branding & Marketing. The position is responsible for managing a wide variety of complex administrative support activities and serves as a representative of the Associate Vice President to internal and external clients.

The Assistant interacts with Advancement units, including Directors of Advancement or Marketing & Communications for schools, colleges, campuses and the medical enterprise;

Deans; campaign planning staff; the office of the President; the office of the Vice President for External Affairs; Advancement Operations staff; and other campus offices.

The Assistant must be able to function in a self-directed manner, handle several complicated tasks simultaneously, and be able to maintain a high level of professionalism in the daily conduct of job duties.

The position involves strong coordination skills, initiative, and the ability to make independent decisions in order to manage the operations of the busy marketing team.

To be effective, this position will need to build relationships with staff and faculty across the University.

Utilizing independent judgment and self-reliance on strong decision-making skills, this position provides comprehensive management and oversight of the Associate Vice President’s activities in meeting department priorities.

What You Will Do

• Serve as the Associate Vice President’s liaison with other advancement and University units.
• Communicate with a broad variety of constituents : advancement, development and marketing / communications staff, deans and directors, and other UW audiences, with diplomacy and confidentiality.
• Use independent judgement to generate reports for distribution to University and volunteer leadership, usually requiring compilation and analysis of data.
• Attend meetings, act as the Associate Vice President’s representative as needed, provide information and report conclusions to key colleagues.
• Coordinate physical logistics for marketing seminars, special events, and meetings as requested, these include but are not limited to Marketing & Communications Executive Council, Marketing & Communications Roundtable, and ad-hoc committees.

Coordinate and support all aspects of a variety of University-wide meetings.

• Develop agenda for meetings; attend meetings relative to marketing issues, action items, and trends.
• Serve as a member of UMAC administrative team, establishing work priorities and coordinating to meet deadlines to ensure an efficient workflow throughout the department.
• Ensures that the Associate Vice President’s priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements.
• Assists with writing internal and external documents, including drafting correspondence for the Associate Vice President.
• Independently manages other special projects as requested by Associate Vice President.
• Evaluate efficiency of best practices as implemented, engage in continuous improvement cycle.
• Plans and assists in coordinating staff and team building events.
• Collaborate in the development or advise in the development of promotional merchandise. Request, manage, and evaluate vendor quotes, negotiating best prices for promotional merchandising.

Ensure vendor contract fulfillment and manage any vendor issues to completion.

May assist other executives with calendaring and basic support.

Who You Are

• Excellent communication, interpersonal skills, and customer service.
• Respects, values, and contributes to the UW’s commitment to inclusiveness and diversity. Approaches inclusion as a lifelong learner, committed to examining personal beliefs and biases and continuously developing as a member of a team devoted to equity.
• Proven ability to manage multiple projects, and the ability to work in a fast-paced environment.
• Ability to work independently, problem-solve, take initiative, set priorities and handle multiple projects efficiently and effectively.
• Strong self-starter qualities. Takes responsibility and initiative to set and meet goals, objectives and obligations while representing the mission, visions and values of the organization.
• Demonstrated strong writing / editing and verbal communication skills. Must be able to independently write professional communications on behalf of superiors.
• Proficiency in standard office software applications : Microsoft Word, Excel, Outlook and PowerPoint; and basic proficiency with Microsoft OneNote.
• Proven experience managing the calendar and monitoring the email account for an executive-level position.
• Proven ability to work with senior leadership.

Minimum Requirement :

Bachelor’s degree and two years of experience in administrative support to executive leadership. Other relevant experience will be considered.

Equivalent education / experience will substitute for all minimum qualifications except when there are legal requirements, such as a license / certification / registration.

What You Can Expect

• You will work with an open-minded and inclusive team that values diversity.
• Cubicle / Open workspace environment which may result in additional or higher levels of noise and visual distraction.

Senior Executive Assistant

The Position

The Senior Executive Assistant is responsible for providing an efficient and effective administrative support service to the Country Manager, VP Development Projects and other Australian-based executives to ensure business activities in Australia are delivered effectively.

This will include developing processes and procedures and working with them consistently to enable the smooth integration of operations, projects and corporate activities in Australia and an effective interface with international offices.

This role requires a highly experienced administrative professional who can work in a fast-paced environment and can manage multiple responsibilities.

Key Responsibilities

• Provide efficient executive support to the Country Manager, and other Executive members as required including but not limited to, diary management, expenses, travel and logistics management
• Responsible for the overall office management of the Perth corporate office
• Accountable for the performance and work scope of the Office Coordinator
• Responsible for overall management of VIP visits in consultation with relevant site employees
• Act as the lead coordinator of major corporate events, including Town Halls, celebrations, ceremonies
• Provide administrative support for the production of key corporate documents including power point presentations, correspondence and reports
• Provide meeting support including scheduling, logistical and equipment arrangements, preparing agendas and recording actions
• Support the Executive members with internal reporting activities
• Manage confidential and sensitive information and documentation with appropriate discretion
• Coordinate travel, accommodation, and itineraries for the Country Manager and Executives as required
• Organise expense claims, invoices, and accounts in addition to reconciling credit card acquittal using Concur system
• Assist with the annual budget preparation and management of AOPs
• Coordinate and ensure quality assurance of corporate management activities
• Build relationships with and liaise as required with US Executive assistants to support joint activities

Work Experience / Technical Skill Requirements

• Demonstrated experience working at a senior level in a similar executive assistant / office manager role
• Demonstrated experience in facilities management
• Exceptional organizational skills and the ability to multi-task and prioritise duties
• Strong attention to detail
• Experience in managing junior office administrative staff
• SAP experience preferred
• Concur experience advantageous
• Intermediate to advanced skills in Microsoft Office applications, including Excel and Powerpoint
• Well-developed communication and customer service skills (both written and verbal)
• Demonstrated capability to work collaboratively with various internal and external stakeholders
• Ability to work autonomously and apply initiative
• Complex problem solving and analytical skills

Education / Qualification Requirements

• Completion of secondary education
• Cert III or IV in Business Administration preferred

Position Summary :

Sea Mar Community Health Centers seeks a full-time Executive Assistant to join its central Administration team in South Seattle.

The successful candidate will be mission driven and will be an example-setting, dedicated professional, solution-based problem solver, knowledgeable resource, aware connector, effective communicator and community-minded advocate.

Job duties include contract management, special projects, coordination of ongoing tasks and projects, event planning, executive support, and sharing in the administrative duties of the Admin team.

This is a great position for those seeking to gain experience in non-profit and / or health care administration operations.

Required Qualifications :

• Excellent oral and written English, extensive experience with Microsoft Office, and strong organizational and customer service skills.
• Must be able to multi-task, problem solve, thrive in a dynamic work environment, and enjoy working with a variety of people.
• Must have administrative office, non-profit, grant-writing, and / or healthcare experience; college degree required.
• Bilingual English / Spanish highly preferred.

What We Offer :

Sea Mar offers talented and motivated people the opportunity to work in a dynamic and growing community health organization.

Working at Sea Mar Community Health Centers is more than just a job, it’s a fulfilling career with opportunity for advancement.

The fringe benefits surpass most companies. For example, Full-time employees working 30 hours or more, receive an excellent benefit package of :

• Medical
• Dental
• Vision
• Prescription coverage
• Life Insurance
• Long Term Disability
• EAP (Employee Assistance Program)
• Paid-time-off starting at 24 days per year + 10 paid Holidays.

We also offer 401(k) / Retirement options and an exciting opportunity to work in a culturally diverse environment.

Build the future, spark innovation and align your career with purpose.

McKinstry is innovating the waste and climate harm out of the built environment and creating lasting impact. Together, we're building a thriving planet.

Buildings are a leading contributor to the climate crisis, generating nearly 40% of total global energy-related carbon emissions.

We're making a lasting impact on our industry and within our communities by addressing the climate, affordability and equity crises through :

• renewables and energy services
• engineering and design
• construction and facility services

To get where we're going, we need big thinkers, problem solvers and collaborative mindsets. Does that sound like you?

The Opportunity with McKinstry

We are hiring an Executive Assistant to support our c-suite leaders in Seattle, WA . We're looking for someone with impeccable attention to detail and strong organizational skills who enjoys working in a fast-paced, purpose-driven, and growing organization.

You will manage complex and rapidly changing executive schedules (Outlook) which requires flexibility and a high level of confidentiality, discretion, and professionalism.

This role works closely with other members of the Executive Services team providing direct support to the c-suite leaders with day-to-day support for meetings and events, programs, and special projects.

To be successful in this role, you need to be self-motivated, anticipate needs, and have exceptional follow-through. The ideal candidate will have proven customer service skills, be proficient with technology and enjoy solving problems.

You will be relied upon to understand business priorities and play a key role in supporting and advancing department processes and maintaining alignment with the organization's annual calendar and business rhythm.

Additionally, some responsibilities you will have include :

• Plan and coordinate meetings and events to include logistics, drafting agendas, setting up meeting sites, compiling presentation slides, ordering catering, communications, etc.
• Effectively prioritize numerous requests and incoming information, ensuring an appropriate level of urgency is given to each.
• Plan and manage domestic travel.
• Assist with reports, projects, and presentations at various times throughout the year. Organize, research, and gather required data as necessary.
• Manage complex, fast-changing executive-level calendars and scheduling for multiple executives.
• Maintain work team's processes and procedures documentation.
• Track and help drive completion of action items and deliverables and follow up on outstanding items.
• Foster a positive team environment and establish working relationships inside and outside the group.
• Respond to and resolve issues of varying complexity and ambiguity, requiring research, investigation, and follow-up.
• Foster and maintain relationships with executives and business leaders across the organization.

What You Need to Succeed at McKinstry

• Experience providing support assistance at executive and senior management levels.
• Experience working in a multi-discipline or multi-location organization.
• Extensive scheduling experience. (MS Outlook)
• Strong knowledge of Microsoft Office (Excel, PowerPoint, and Word) and MS Teams, and ZOOM.
• Enjoy leveraging technology to gain efficiencies.
• Strong organizational, communication, and interpersonal skills; impeccable attention to detail.
• Ability to prioritize, think critically, and solve problems before they arise.
• A can-do attitude, nothing is too large or too small, willingness to help.

PeopleFirst Benefits

When it comes to the basics, we have you covered :

• Competitive pay
• 401(k) with employer match and profit-sharing plan
• Paid time off and holidays
• Comprehensive medical, prescription, dental, and vision with low or zero deductible options and low out of pocket maximums

People come first at McKinstry, and we go beyond the basic benefits with :

• Family formation benefits, including adoption and IVF assistance
• Up to 16 weeks paid parental leave
• Transgender inclusive benefits
• Commuter benefits
• Pet insurance
• Building Good paid community service time
• Learning and advancement opportunities via McKinstry University
• McKinstry Moves onsite gyms or reimbursement for remote workers

See benefit plan documents for complete details.

If you're driven by our vision to build a thriving planet together, McKinstry is the place to build your career.

T he pay range for this position is $64,890 - $105,900 per year; however, base pay offered may vary depending on job-related knowledge, skills, and experience.

Base pay information is based on market location. A bonus may be provided as part of the compensation package, in addition to a full range of medical, financial, and / or other benefits, dependent on the position offered.

The McKinstry group of companies are equal opportunity employers. We are committed to providing equal employment opportunities to all employees and qualified applicants without regard to sex, gender identity, sexual orientation, age, race, color, creed, marital status, national origin, disability, veteran status, genetic information or any other basis protected by law.

This policy applies to all terms and conditions of employment including, but not limited to employment, advancement, assignment, and training.

This commitment to Equal Employment Opportunity is made equally as a social responsibility and as an economic and business necessity.

McKinstry is a drug-free workplace. Employment is contingent upon successfully passing a pre-employment drug and alcohol test, complying with the requirements of the Immigration Reform and Control Act and a Confidentiality Agreement, in addition to successful outcomes of background and reference checks.

Applicants for this role will only be considered if they possess current US Work Authorization, and do not require employer-sponsored VISA support to begin or remain in this role.

LI-NM1

Full Time Salary : $60,000 - $65,000 DOE / Part Time Salary : $30,000 DOE

THE CORE

We are cloud-based, tech-heavy, fast-moving specialists providing accounting and advisory services for the interior design industry.

As a team, we're driven by integrity, accountability, and an understanding that our support is vital to the success of the artists we work with.

Our heart-centered commitment and next-level skill set allows us to deliver a service that regularly exceeds the expectations of our clients, while creating a thriving work environment for the entire company.

THE ROLE

Logistis for Designers is looking for a highly organized, detail-oriented, and proactive Executive Assistant to join our team.

This individual will be responsible for providing high-level administrative support to the company's executive leadership, ensuring the smooth operation of daily tasks and activities.

The ideal candidate will have excellent communication skills, the ability to prioritize tasks, and a strong commitment to professionalism.

Responsibilities :

• Manage and maintain executives' calendars, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and prepare materials for meetings, presentations, and conferences.
• Act as the primary point of contact for the executive, handling inquiries and requests from both internal and external stakeholders.
• Draft and edit correspondence, reports, and other documents on behalf of the executive.
• Organize and maintain filing systems, ensuring the confidentiality and security of sensitive information.
• Assist in the preparation and tracking of budgets, expense reports, and financial documents.
• Conduct research and compile information as needed to support the executive's decision-making.
• Coordinate and liaise with other departments to ensure efficient communication and collaboration.
• Plan and execute special events and projects as assigned by the executive.
• Continuously improve office processes and procedures to increase efficiency and effectiveness.

Requirements :

• Bachelor's degree in Business Administration or related field.
• A minimum of 3-5 years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior-level management.
• Exceptional verbal and written communication skills.
• Strong organizational skills and the ability to prioritize and multitask effectively.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and other office productivity tools.
• Discretion and the ability to handle confidential information with the utmost professionalism.
• Excellent interpersonal skills and the ability to interact with individuals at all levels of the organization.
• Proactive and detail-oriented, with the ability to anticipate needs and solve problems.
• Flexibility and adaptability to a fast-paced, ever-changing work environment.
• A positive attitude and the ability to work both independently and as part of a team.

THE BENEFITS

We offer a competitive salary and benefits package, as well as opportunities for professional development and growth within the company.

• Remote -or- Hybrid work environment
• FTE Medical Insurance
• FTE Vision / Dental Insurance
• FTE PTO
• FTE Paid holidays
• FTE Commission / Bonus opportunities
• Remote office setup allowance
• FTE Monthly Stipend for Internet and Cell Phone
• Work / life balance - We do not work weekends!

If you feel you have the right skills to be an Executive Assistant, we would love to hear from you. Please apply with your resume.

Logistis for Designers is an equal opportunity employer committed to providing employees with a work environment free of discrimination and harassment.