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Executive Assistant

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 - Greater Seattle Area
Duration - FTE
 
Hansell Tierney is helping our client with a direct hire search for an Executive Business Administrator. Our client is a small mission drive organization working on global challenges such as global health, education, and energy. The Executive Business Administrator reports to the Senior Executive Assistant to the Managing Partner. This role provides a combination of Executive and Personal Assistance.

Qualifications:
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
Responsiveness
  • 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
or
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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