Office Administration

Job Title: Office Administration

Location: Everett, WA 98204

Job Type: Full-Time, Contract (3 Months)

Pay Rate: $29-33/hr

Job Description:

We are seeking a dedicated and detail-oriented Executive Administrative Assistant to support the Vice President and senior executives within our organization. This is a non-managerial role that involves extensive coordination, scheduling, and administrative tasks to ensure smooth day-to-day operations.

Key Responsibilities:

• Coordinate and manage domestic and international travel arrangements for executives, including bookings, itineraries, and logistics.

• Generate and reconcile expense reports, ensuring timely and accurate reimbursement while verifying payments to corporate credit cards.

• Compile data for travel status visibility, ensuring that documents are ready for executive review and signature.

• Create, edit, and maintain written and electronic communications.

• Track and manage department information, ensuring accurate records of business operations.

• Screen and process incoming and outgoing communication, ensuring proper dissemination of information.

• Prioritize and manage executive schedules, ensuring efficient use of time.

• Manage conference room schedules to optimize availability and resource use.

• Order and maintain office supplies and resources.

• Plan and implement logistics for internal and external senior executive events.

• Provide guidance to less experienced employees.

• Assist the Executive Office Administrative (EOA) team with workload management and bandwidth support.

Day-to-Day Activities:

• Extensive calendar and scheduling management.

• Coordination of travel logistics for both domestic and international trips.

• Collaboration with the VP’s Executive Office Administrative (EOA) team.

• Support the EOA team with various administrative duties.

Required Skills:

• Experience using Concur or similar travel and expense management systems.

• Proficiency in Microsoft Outlook for scheduling and communication.

• Excellent attention to detail and organizational skills.

Preferred Skills:

• Strong analytical skills and ability to manage proprietary information with care.

• IT proficiency, including Microsoft Word, Excel, and PowerPoint.

• Familiarity with clients travel and expense systems or the aerospace industry.

Soft Skills:

• Professional communication skills, with the ability to interact effectively with senior leadership.

• Understanding of the importance of handling sensitive information.

• Flexibility to assist team members as needed and to adapt to changing priorities.

• Quick learner, with the ability to take direction and work independently.

Work Environment:

• Regular and predictable attendance is required.

• Minimal supervision is provided, so the ideal candidate will be a self-starter capable of managing their own workload efficiently.

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance