Executive Assistant Job at Perfect Search, Inc. in Seattle

OVERVIEW

The company is looking for a proactive and enthusiastic Executive Assistant (EA) to join its Public Sector Services team. This role will be based in the Seattle, WA office and report directly to the PSS Chief Operating Officer. The position requires a hybrid schedule, with 4 days in the office and 1 day remote each week, and standard hours are from 8:30 am to 5:30 pm.

The EAs are a team of seasoned professionals who provide essential support to top executives and teams globally. They are considered strategic partners, enabling the company to deliver high-quality work to clients. Besides offering administrative leadership for the Seattle office and the PSS division, the EA will also manage, coordinate, and execute special projects and events. The ideal candidate should be self-driven, resourceful, organized, composed, and capable of working independently with a keen eye for detail.

DUTIES

Practice Support

• Provide daily administrative assistance to PSS Managing Directors, including processing time and expense reports, drafting and editing communications, scheduling appointments, managing calendars, arranging travel, and shipping materials.
• Organize internal and external meetings, such as team meetings, full staff meetings, off-site meetings, and one-on-one meetings (both in-person and virtual), including room setup and meal/gift orders.
• Collaborate effectively with employees from other departments and senior executives both inside and outside the company.
• Assist in onboarding new hires and offboarding departing employees.
• Conduct Excel analysis as needed, such as comparing event contracts.
• Work cross-functionally with corporate support teams, including IT, marketing, AR, AP, legal, and building maintenance, to ensure smooth business operations.
• Perform additional duties as assigned.

Seattle Office Support

• Act as the point of contact for day-to-day office needs, including maintenance, mail, supplies, equipment, and invoices, alongside the local EA team.
• Maintain common areas and conference rooms to ensure a professional environment.
• Ensure facilities and office equipment are consistently in good working order.
• Oversee the internal safety program and security system.
• Handle additional responsibilities as needed.

REQUIREMENTS

• 7+ years of experience as an Executive Assistant or in Business Operations, preferably within the consulting, public sector, and/or healthcare industries.
• Bachelor's Degree.
• Exceptional customer service and interpersonal skills, with the ability to support multiple executives with different working styles.
• Strong relationship-building skills, with the ability to develop a personal network across the company as a trusted team member.
• Excellent oral and written communication skills, with the ability to clearly and effectively communicate with senior leaders and external partners.
• Ability to ensure communications are precise, thorough, and confidential, with strong follow-up skills.
• Proficient in computer and calendaring skills, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), Salesforce, Concur, and file-sharing software (e.g., Box).
• Highly organized with strong attention to detail, capable of producing error-free work consistently; able to work independently.
• Strong problem-solving abilities.
• Self-motivated, tactful, and a strong team player.
• Professional appearance and demeanor.
• Experience in project coordination and management, with a focus on handling intermediate complexity projects.
• Proven ability to manage projects, meet deadlines under pressure with minimal direction.
• Demonstrated willingness and ability to continuously learn new skills and take on new challenges.
• Must be willing to travel to other office locations as needed for business requirements.