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Executive Assistant to the CEO (team)

Location: Kirkland, WA
Location - Kirkland, WA
Duration - FTE
Hansell Tierney is helping our client with a direct hire search for an Executive Assistant. Our client is a small mission driven organization working on global challenges such as global health, education, and energy. The Executive Business Administrator will work as part of a 2-person team, together providing 24x7 support of the Managing Partner (CEO). This role requires a combination of Executive and Personal Assistance.

Scheduling and meeting facilitation
  • Schedule meetings and appointment for the Managing Partner
  • Determine meeting location and book the appropriate resources, communicate meeting location, arrange for any special requirements
  • Partner with Senior Executive Assistant in facilitating meeting agendas and ensuring 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 meeting briefing log in OneNote
Travel arranging and management
  • Research and book flights for Managing Partner's work trips and personal/family vacations
  • Research and book hotels and vacation rental properties
  • Plan and book ground transportation
  • Coordinate and communicate itineraries among other travelers
  • Ensure minute-by-minute flow for all travel arrangements and meetings on the road
  • Be aware of itinerary when it's happening in real time and be available to facilitate last-minute changes and requests
  • Provide concierge-level assistance for booking restaurant reservations, sourcing event tickets, and scheduling activities
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 or service providers
Personal Assistant/ House Manager
  • Help source contractors for home projects and repairs
  • Be the point of contact for workers and be on site as work is happening or deliveries are taking place
  • Schedule and help facilitate car and boat maintenance and repairs
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 an 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
  • Respond to critical messages right away with same-day turnaround for top priority requests
  • Same-day responsiveness to less urgent requests providing time frame 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 wrong, help identify it, fix it, and move on
Technical skills
  • Proficiency with MS Outlook Word, OneNote, Excel
  • Proficiency booking travel online for trips and on occasion partnering with a travel agent
  • 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 103 Mercer Island WA 98040 Office: 206-232-3080 Email: info@hanselltierney.com