Our interior designer/architecture client is adding a well-rounded Executive Assistant for its two Managing Directors in a newly created role due to growth. The Executive Assistant will handle a wide range of business tasks as well as light personal tasks.
This Executive Assistant will be working hybrid, with two - three days in their creative office space in the Belltown area of Seattle. The role will include free parking!
Duties of the Executive Assistant include:
- Heavy calendaring including managing and scheduling meetings, reservations, and appointments
- Act as the point of contact for internal/external contacts (including answering and returning phone calls)
- Monitor/triage email correspondence
- Make travel arrangements, including client visits (flights, transportation, restaurant reservations, and accommodations)
- Coordinate Business Development/Public Relations dinners, meetings, events, etc.
- Communicate with key clients including follow up before and after meetings with agendas/next steps/etc.
- Prepare showroom for sales presentations and staff meetings
- Monitor the front doorbell (in the studio or remotely); when in the studio, meet and escort visitors
- Create and edit Excel/Word documents, basic data entry, shipping and receiving, copying, faxing, and filing
- Assist with holiday client gifts (purchase, clean up client list, and coordinate delivery)
- Help with team events (including virtual events) such as happy hours and birthday celebrations
- Monitor and order office, kitchen, and other supplies
- Submit work orders and scheduling repairs for general office space and equipment
- Coordinate as needed with janitors, outside cleaning companies, plant maintenance companies, etc.
- Deliver samples as requested
- Pick up/drop off children from school or events as needed
- Assist with personal events/dinners at the house
- Occasional attendance at after hour events and job sites will be required
- Occasional travel may be required
Other duties as assigned
Qualifications for the Executive Administrator include: