Top Administrative Executive jobs in Olympia, WA

Benefits:

• Paid time off
• Training & development
• Wellness resources

Department: Administrative
Classification: Full-time
Location: In Person
Reports To: Executive Director
Travel Requirements: 5%

Working Schedule:

• Day shifts
• Monday through Friday
• Weekends occasionally

Position Overview:
The Executive Administrative Assistant to the Executive Director plays a pivotal role in supporting the efficient functioning of the Moore Wright Group's executive office. This position provides comprehensive administrative support to the Executive Director, facilitating their ability to focus on strategic priorities, decision-making, and relationship-building. The successful candidate will be highly organized, proactive, and capable of managing multiple tasks with precision and discretion.

Key Responsibilities:
1. Calendar Management: Maintain the Executive Director's calendar, scheduling appointments, meetings, and travel arrangements while prioritizing conflicting demands and ensuring timely communication.

2. Communication Liaison: Serve as the primary point of contact for internal and external communications addressed to the Executive Director, screening and prioritizing correspondence, emails, and phone calls.

3. Document Preparation: Prepare and edit correspondence, presentations, reports, and other documents as required by the Executive Director, ensuring accuracy, professionalism, and adherence to organizational standards.

4. Meeting Coordination: Coordinate logistics for executive-level meetings, including agenda preparation, venue booking, material distribution, and minute-taking, ensuring smooth proceedings and follow-up actions.

5. Information Management: Organize and maintain electronic and physical files, databases, and contact lists relevant to the Executive Director's responsibilities, ensuring easy access and confidentiality.

6. Special Projects Support: Assist the Executive Director in special projects, research assignments, and strategic initiatives, providing administrative and logistical support as needed to facilitate successful outcomes.

7. Relationship Management: Cultivate and maintain positive relationships with internal and external stakeholders, representing the Executive Director's office professionally and fostering effective collaboration.

8. Confidentiality: Handle sensitive and confidential information with discretion and integrity, maintaining the highest standards of confidentiality at all times.

Qualifications:

• Bachelor's degree preferred, or equivalent combination of education and experience.
• Proven experience, 5-7 years in an executive administrative support role, preferably in a fast-paced and dynamic environment.
• Exceptional organizational skills and attention to detail, with the ability to prioritize and manage multiple tasks effectively.
• Strong written and verbal communication skills, with proficiency in business correspondence and professional etiquette.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to exercise sound judgment, discretion, and diplomacy in handling sensitive information and interactions.
• Demonstrated ability to work independently with minimal supervision and as part of a collaborative team.
• Flexibility and adaptability to evolving priorities and deadlines, with a proactive and solution-oriented approach to challenges.

Supervisory Responsibilities:

• Train according to needs of Executive Staff
• Train new staff in the aspects of coming into the facility