Senior Executive Assistant at McKinstry Company in Seattle, Washington

Job Description:

At McKinstry, we're proud to be a diverse and passionate group of innovators and problem-solvers, builders and engineers, mentors, and students. We believethe world needs curious, forward-thinking, solutions-oriented people who want to make our planet better. We are committed to strengthening our diversity through recruiting, developing, and retaining professionals from all backgrounds, and we believe that promoting diversity, equity, and inclusivity is an integral component of our continuing quest To Build a Thriving Planet. If you are looking to leave a purposeful mark on the world, then McKinstry is the place for you.

What are we looking for?

We're looking for someone with impeccable attention to detail and strong organizational skills who enjoys working in a fast-paced, purpose-driven, and growing organization. This position serves as the primary contact for requests for time with our executives from people inside and outside of our organization. You will manage complex and rapidly changing executive schedules (Outlook) which requires flexibility and a high level of discretion and professionalism. This role works closely alongside other members of the Executive Services team providing direct support to the c-suite leaders with day-to-day support for meetings and events, programs, and special projects.

To be successful in this role, you need to be self-motivated, anticipate needs, and have exceptional follow-through. The ideal candidate will have proven customer service skills, be proficient with technology and enjoy solving problems. You will be relied upon to understand business priorities and play a key role in supporting and advancing department processes and maintaining alignment with the organization's annual calendar and business rhythm.

What's in it for you?

In joining McKinstry, you would be walking into an established team that cares about you,your opinion, and your added expertise.Hereyou can be a part of a workcommunityrepresentinga brand committed to making a positiveimpactand building a thriving planet.

Responsibilities include but are not limited to:

• Manage complex, fast-changing executive-level calendars and scheduling for multiple executives


• Effectively prioritize numerous requests and incoming information, ensuring an appropriate level of urgency is given to each


• Prepare and submit expense reports for leaders


• Greet visitors


• Open, sort, and distribute mail and coordinate outgoing packages


• Screen executive's calls


• Plan and manage domestic travel


• Support contract execution (DocuSign)


• Plan and coordinate meetings and events to include logistics, drafting agendas, setting up meeting sites, compiling presentation slides, ordering catering, communications, etc.


• Coordinate, schedule, and facilitate social, morale building, and volunteer opportunities for the executive office.


• Assist with reports, projects, and presentations at various times throughout the year. Organize, research, and gather required data as necessary.


• Order supplies, equipment, and gifts on behalf of the executive office.


• Maintain work team's processes and procedures documentation.


• Track and help drive completion of action items and deliverables and follow up on outstanding items.


• Foster a positive team environment and establish working relationships inside and outside the group.


• Respond to and resolve issues of varying complexity and ambiguity, requiring research, investigation, and follow-up.

Assist with projects and other duties as needed.

You possess:

• Experience providing support assistance, preferably at senior management levels


• Experience working in a multi-discipline or multi-location organization


• Extensive scheduling experience (MS Outlook)


• Intermediate knowledge of Microsoft Office (Excel, PowerPoint, and Word) and MS Teams, and ZOOM


• Easygoing demeanor, sense of humor, and ability to work well with different personalities


• Grace under pressure and the ability to switch gears at a moment's notice


• Enjoy leveraging technology to gain efficiencies


• Strong organizational, communication, and interpersonal skills; impeccable attention to detail


• Ability to prioritize, think critically, and solve problems before they arise.


• A 'can-do attitude, nothing is too large or too small, willingness to help.


• High levels of professionalism and discretion in handling confidential information and supporting people inside and outside the organization


• Comfortable with ambiguity; ability to exercise quick and accurate judgment


• Ability to multitask, work independently, set priorities, and work under pressure to meet changing deadlines while maintaining quality.

This role has been categorized as an on-site position located in the corporate office which requires strict adherence to COVID safety guidelines.

The McKinstry group of companies are equal opportunity employers. We are committed to providing equal employment opportunities to all employees and qualified applicants without regard to sex, gender identity, sexual orientation, age, race, color, creed, marital status, national origin, disability, veteran status, genetic information, or any other basis protected by law. This policy applies to all terms and conditions of employment including, but not limited to employment, advancement, assignment, and training. This commitment to Equal Employment Opportunity is made equally as a social responsibility and as an economic and business necessity.

McKinstry is a drug-free workplace. Employment iscontingent upon successfully passing a pre-employment drug and alcohol test, complying with the requirements of the Immigration Reform and Control Act and a Confidentiality Agreement, in addition to successful outcomes of background and reference checks.

Applicants for this role will only be considered if they possess current US Work Authorization, and do not require employer-sponsored VISA support to begin or remain in this role.

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