Executive Assistant

Location: Seattle, WA, United States
Date Posted: 06-21-2016
Job Title : Executive Assistant
Location​ :NYC or Seattle​
Optional Ref#:40035

About the Role:
Executive Assistant support for up to three Executives within the company
This is a dynamic opportunity for an organized, detail oriented, and talented individual to provide professional executive administrative support for up to three Executives. The Executive Assistant role requires a high level of creativity, accountability, and ownership and provides the opportunity to participate in challenging project-related work that directly impacts Client's overall success as a company.
  • Deliver high quality executive administrative support to the Executives while maintaining privacy of confidential information.
  • Maintain open dialogue with organizational teams to understand/clarify expectations.
  • Work with a significant amount of confidential information (e.g., non-public financial information, employee data and information) and exhibit unquestionable discretion and judgment in disseminating this information.
  • Ensure quality, timeliness, and cost-effectiveness of all deliverables.
  • Maintain Executive's calendars and coordinate all aspects of domestic/international travel.
  • Create coverage plan for absence, vacation, sick days, etc.
  • Adhere to Client's policies, guidelines, and processes (e.g., telephone answering, documentation standards, space reservations).
  • Telephone Support: Answer telephones promptly and courteously, projecting service orientation. Proactively address callers' needs; take responsibility to conclude call to caller's satisfaction.
Administrative Support:
  • Create and maintain paper-based and electronic files as needed (including archiving, retrieving, and deleting).
  • Perform other administrative tasks (e.g., send/receive faxes, assemble binders, photocopy).
  • Research and resolve billing discrepancies (travel charges), charge code issues and time report issues.
Travel Support:
  • Coordinate complex domestic/international travel arrangements with travel provider often involving multiple changes and destinations.
  • Identify and handle all implications related to changes in travel plans.
  • Work with travel provider to ensure travel arrangements are within Client policy.
  • Verify accuracy and completeness of travel documents and plans and arrange for timely delivery. Ensure upgrades are requested in advance according to executive preference (where applicable). Forward changes to executive travel profiles to travel provider.
  • Assist with documentation required to obtain work visas and passports.
  • Ensure credit is obtained for unused tickets.
Meeting and Team Coordination:
  • Assist in maintaining organizational email lists, related distribution lists, and intranet sites.
  • Owner of the each Executives' calendar including team events and meetings.
  • Determine meeting date and time according to meeting participants' schedules and time zone considerations.
  • Submit requests for meeting space, appropriate equipment/technology, catering.
  • Arrange accommodation and transportation, including central billing and obtaining group rates when appropriate.
  • Contact meeting participants; handle responses.
  • Draft and send meeting correspondence (e.g., agenda, invitation) with input and review by executive.
  • Prepare and distribute meeting materials.
  • Attend and support meetings, including taking minutes as needed
Document Production:
  • Transcribe notes from various sources (e.g., conference calls, voicemail, flip charts).
  • Prepare documents including advanced graphs, charts and boxes with text, photos, color effects and animation.
  • Suggest methods to improve deliverables.
  • Coordinate requests according to Brand Guidelines (e.g., web design, video, complex multidimensional graphs) ensuring accuracy and completeness of arrangements/deliverables. Print, reproduce, assemble and distribute material, ensuring accuracy of deliverable.
  • Proofread documents/materials for consistency, grammar, and spelling.
Other Tasks:
  • Fiscal planning: Preparation for budget process cycles, version control.
  • Weekly/monthly meetings and conference calls.
  • High level project scheduling and PMing of team's deliverables.
  • Research and Data Analysis.
  • Application Support.
  • Special Projects.
  • Additional responsibilities as necessary.
Experience Required:
Minimum Requirements:
  • Minimum of 5 years recent Executive Assistant experience. Must have supported one or more members of executive leadership, preferably within a high tech or consulting company.
  • Minimum of 5 years of experience with Microsoft Office: Outlook, Word, Excel and PowerPoint skills with excellent, if not expert skills.
  • Flexibility and ability to thrive in a growing, high-velocity environment, and to multi-task effectively.
  • Outstanding organizational skills and attention to detail.
  • Excellent English communication skills both written and verbal.
  • Must have the ability to prioritize and manage time effectively.
  • Must be able to work with minimal supervision and direction.
  • Must have strong ability to interact with all levels of management in a professional manner.
  • Experience using sites on Microsoft SharePoint a plus.
  • Experience booking & coordinating travel for multiple executives
  • Education: Bachelor's degree or equivalent preferred, High School diploma required

Preferred Requirements:
  • MOS 2003 certification or Microsoft Business Certification for Office 2007and/or Office 2010
  • Experience with global counterparts and global communications
  • Knowledge of consulting industries and expectations a plus
  • Knowledge of Large Global Human Resources Departments a plus
  • Any Business Management or Business Operations exp. a plus

Central Business Solutions, Inc,
37600 Central Ct.
Suite #214
Newark, CA 94560.
Central Business Solutions, Inc(A Certified Minority Owned Organization)
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Central Business Solutions, Inc
37600 Central Court Suite 214 Newark CA, 94560
Phone: (510)-713-9900, 510-573-5500 Fax: (510)-740-3677
Web: http://www.cbsinfosys.com
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