Job Description

Job Description

Job Description

The Executive Office Manager oversees the daily operations of the executive office, ensuring a smooth and efficient workflow. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion. The ideal candidate will be a proactive problem solver with excellent communication skills and a strong ability to multitask.

Location: Seattle, WA 9125 15th Ave S. Seattle, WA 98108

Reports to : Executive Director

Key Responsibilities:

• Support Executive Director’s daily operations, including travel coordination, correspondence, expedite reimbursements, preparation for meetings and calendar scheduling and optimization.
• Coordinate and organize meetings, conference calls. and virtual meetings for executive leadership.
• Set up technology and meeting prep, including sending reminders, prepare meeting materials, take minutes, send follow up communications as needed.
• Prepare and edit documents, presentations, and reports for executive review.
• Act as a liaison between executive leadership and internal/external stakeholders.
• Maintain and organize office files, records, and documentation.
• Handle confidential information with the utmost discretion and professionalism.
• Assist in the planning and execution of company events and initiatives.
• Monitor and manage office supplies and equipment, ensuring a well-stocked and functional office environment.
• Provide support for special projects and initiatives as needed.

• Support finance team in tracking approvals of expense requests and obtaining necessary quotes, prepare business expense reconciliation and expense reports for executives
• Answer and screen telephone calls, take messages, provide information or redirect calls as appropriate

• Process payroll, assist with staff and contractor onboarding and offboarding, including equipment setup and system access.
• Prepare meeting materials and send out meeting minutes and/or notes.
• Assist with team wellness and diversity initiatives.
• Support HR duties and assistance such as recruiting, training support, and additional tasks.

The qualifications listed within the job description are intended as a guide and we do not expect candidates to bring all experiences and skills listed. Research supports that self-selecting out of potential professional opportunities is particularly common among individuals with identities that are marginalized in professional spaces. So, if you believe that you can meet the overall expectations of the position, we encourage you to apply so that we have an opportunity to learn more about you and the unique strengths you would bring to the work.

Qualifications:

• Proven experience as an office manager, executive assistant, or in a similar role, 5 years or more experience preferred.
• Bachelor’s degree in Business Administration, Management, or a related field preferred.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• High level of discretion and confidentiality, excellent customer service.
• Strong problem-solving skills and attention to detail and ability to prioritize.

Benefits:

• Competitive salary and benefits package.
• Opportunity to work with a dynamic and innovative team.
• Professional development and growth opportunities.

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