Executive Assistant

Description We are in search of an Executive Assistant to join our team in the non-profit sector, located in Seattle, Washington. The successful candidate will be responsible for managing a complex calendar, coordinating daily activities, and ensuring effective schedule management. This role also involves coordinating internal and external meetings, managing administrative purchasing, and driving special projects as required. Responsibilities include: Managing and maintaining complex calendar(s) in a dynamic environment, requiring frequent reprioritization and shifting of appointments. Coordinating day-to-day activities to make informed decisions regarding available time, which may include rescheduling, postponing, or relocating meetings to optimize available resources and participants' time. Keeping the leadership team apprised of calendar, action items, agenda preparation, and materials coordination. Scheduling and managing internal and external meetings and events, as well as video and teleconferences. This includes coordination of all event logistics and details such as facilities set-ups, catering, travel arrangements, meeting documentation, promotional materials, presentation preparation, and greeting and hosting visitors. Researching and preparing materials for committees, programs, and projects, and for use by the Executive Vice President in resolving complex or sensitive problems. Composing routine correspondence which includes letters, emails, and timely responses to actionable requests. Preparing materials for meetings and events including travel itineraries. Creating presentations, spreadsheets, and administrative standard procedures for department/groups they support. Facilitating smooth and effective communication as the first point of contact into the Executive Vice President's office. Screening, directing, and responding to incoming calls and inquiries. Screening and prioritizing all communications making independent judgments and using discretion to route or compose responses as appropriate. Handling and coordinating administrative purchasing for the department. Assisting in maintaining department budget and expense reconciliations tracking business expenses and receipts and reconciling monthly expense reports. Organizing and maintaining documentation, databases, and shared network space for the Leadership team. Coordinating activities within the department, between other departments, and outside parties. This may include visitor liaison, guest speakers, move coordination, etc. Actively driving special projects as assigned. Presentation slide review for executive boards both internal and external. Requirements Demonstrable experience in an Executive Assistant role within the non-profit sector Proficiency in Microsoft Office Suites, including Microsoft Excel and Microsoft Outlook Experience using Concur and CRM software Familiarity with About Time software for project management Ability to manage calendars and schedule appointments effectively Experience in handling correspondence and documentation needs for a C-suite executive or similar high-level positions Proficiency in using Microsoft Teams for internal communication and deal team coordination Excellent written and verbal communication skills Ability to work in a fast-paced environment and prioritize tasks effectively Detail-oriented with a high level of accuracy in all tasks Ability to maintain confidentiality and handle sensitive information with discretion Strong organizational skills with the ability to multitask Proactive approach to problem-solving with strong decision-making skills. Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles. Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more. All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information. 2024 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking 'Apply Now,' you're agreeing to Robert Half's Terms of Use (.