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Executive Assistant - Government Relations

Location: Kirkland, WA
Since 2001 Hansell Tierney has been one of the premier staffing and recruiting companies in Seattle Washington. As a Certified Women’s Business Enterprise (WBE), Hansell Tierney was created to serve and staff Northwest companies by doing things the right way, not just the easiest. We strive to do better by partnering with candidates, treating your experience as one of our own, providing our candidates with interesting local opportunities, and handling every relationship with the highest level of customer service possible. Our business is built on the deep understanding of the job market and the ability to over-deliver on our promises.

Location: Kirkland/Bellevue, WA
Duration: FTE

Hansell Tierney is assisting our client with their search for an Executive Business Administrator to support the General Manager of Policy Advocacy and Government Relations. Our client is a small think tank focused on incubating and communicating new ideas, approaches, and products that improve the lives of people around the world, especially for the bottom two billion poorest people. Their work covers some of the most important global challenges such as polio, malaria, education, agriculture, sanitation, and clean energy. 

CORE RESPONSIBILITIES

Meeting planning and execution for the Managing Partner

  • Determine meeting location and book the appropriate resources, communicate meeting location, arrange for any special requirements (eg/ arranging lunch, booking travel VIPs coming to meet at the office, etc.)
  • Facilitate meeting agendas and ensure the right people have been invited
  • Request and distribute information in advance to ensure meeting attendees are well briefed and ready to join a productive discussion
  • Maintain the Managing Partner’s meeting briefing log in OneNote

Back-up scheduling and travel arranging

  • Maintaining the Managing Partner’s calendar
  • Scheduling the Managing Partner’s travel for work trips and personal/family travel

Correspondence management for the Managing Partner

  • Join the Managing Partner on phone calls to help record and track agenda items
  • Deliver and delegate messages on the Managing Partner’s behalf
  • Facilitate thank you gifts and notes

Accounting and reporting

  • Reconcile charges made to corporate Visa and AmEx cards for the Managing Partner
  • Process cash expense reports for the Managing Partner
  • Track and utilize credits for travel and refunds to credit cards for the Managing Partner
  • Process check requests and wire transfers for service providers

Light administrative support for two other executives

  • Expense reporting for both executives
  • Light travel arranging for both executives
  • Serve as primary point of contact for answering questions and routing requests

SPECIAL PROJECT SUPPORT

Office renovation and expansion

  • Partner with the management to identify and track project timeline and deliverables for office remodel and expansion
  • Participate in keeping the Managing Partner briefed on the latest plans and providing opportunity for him to respond with feedback
  • Facilitate temporary relocation of teams in order for office renovation to occur
  • Assist with European expansion as needed

Policy Advocacy and Government Relations project

  • Administrative support for General Manager, Policy Advocacy and Gov’t Relations including travel arranging, meeting planning and expense reporting
  • Arrange travel for partners and other employees to attend meetings at CLIENT site and travel to offsite meetings
  • Plan group dinners and events
  • Process check requests and wire transfers for project contractors
  • Collect and record the Managing Partner’s signature on legal documents related to this project

SKILLS AND EXPECTATIONS

Customer service focus

  • Approach the job with a focus on providing excellent customer service – the Managing Partner is the primary focus and his direct reports and ancillary partners also deserve the highest level of service excellence
  • Clearly advocate for and facilitate what the Managing Partner is attempting to achieve
  • Take time to understand what people within the Managing Partner’s network are asking for and help the Managing Partner prioritize and respond to these requests
  • Build and maintain relationships
  • Constantly strive to improve on your service

Written and verbal communication

  • Ability to process and respond to a high volume of email, text messages and phone calls with clarity and accuracy
  • Ability to distill complex information into simple, scannable concepts
  • Ability to compose executive correspondence
  • Rather than simply passing along a message figure out how and where you can add value

Responsiveness

  • Respond to critical messages right away with same-day turnaround for top priority requests
  • Same-day responsiveness to less urgent requests providing timeframe for getting an answer or solution
  • Meet all deadlines or ask for a reasonable extension in advance of the deadline

Confidentiality and trustworthiness

  • Provide the “right amount” of detail/context
  • If something goes awry own up and move on

Technical skills

  • Proficiency with MS Outlook, Word, OneNote, PowerPoint and Excel
  • Proficiency booking travel online for some trips and partnering with a travel agent for others
  • Event planning savvy
  • Project management experience

Education and work experience

  • Passion for administrative work with successful career track record
  • Bachelor’s degree or equivalent work experience

 
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Contact Us

Hansell Tierney 2955 80th Ave SE Suite 102 Mercer Island WA 98040 Office: 206-232-3080 Email: info@hanselltierney.com