Office Manager / Executive Assistant

We are hiring an Office Manager and Executive Assistant. An ideal candidate would be someone who is a self-starter, incredibly organised, inventive and efficient. You will have the intuition to react with appropriate urgency to emerging situations, be able to complete multiple high-priority tasks efficiently and be comfortable making decisions with minimal oversight or mentorship.

Responsibilities:

• Manage logistics and support for our team members working in our office locations and remotely in coordination with our HR and IT teams.
• Order and maintain food, beverage, supplies and equipment in our office locations and is in charge of the upkeep of the Kirkland office.
• Manage daily workflow of the CEO, including scheduling appointments, calendaring, phone, travel arrangements, email management.
• You will showcase your world-class relationship management and communication capabilities, interacting with internal and external partners, the executive team, corporate partners, board members.
• Use initiative and independent judgment to respond to requests and provide information and resolve issues, based on the CEO’s priorities and instruction, while exhibiting flexibility and versatility.
• Prepare highly confidential reports, and correspondence.
• Proactively ensure the CEO is prepared with necessary materials for meetings.
• Interact with the executive team, board members, partners, customers when needed to ensure activities are communicated and shared professionally, effectively and in a timely manner.
• Project management for CEO as requested or desire to challenge and grow in your role and responsibilities.

Requirements:

• Exceptional interpersonal skills and proven ability to effectively communicate and interact with executives, board members, partners, customers, both written and verbal.
• Exceptional time management, prioritisation and project management skills.
• Excellent organisational skills with strong attention to detail.
• Exceptional flexibility and proven ability to reprioritise work and schedules as needed.
• Ability to multi-task and handle confidential information that may impact the entire organization with discretion.
• Proven ability to manage and prioritise Executive changing calendars and emails.
• Experience coordinating travel, scheduling meetings, maintaining calendars and expense reporting.
• Capable of handling a variety of projects simultaneously (mostly self-directed) in a timely manner to meet deadlines.
• Ability to utilise discretionary decision-making
• Able to work with minimal supervision and strong ability to tolerate and navigate ambiguity.
• Strong problem-solving and follow-up skills; must be proactive, take initiative, and demonstrate ability to anticipate and manage issues.
• Three plus years administrative experience supporting executives.
• Experience with logistics ordering and maintaining office supplies and equipment
• Experience with events and meeting planning.