Executive Assistant & Operations Project Lead

Monday - Friday 8:00am to 5:00pm PST

JOB SUMMARY

We are seeking an experienced, tech-forward Executive Assistant & Operations Project Lead to partner directly with executive leadership. This role goes beyond traditional administrative support; you will act as a force multiplier for the executive team by managing C-suite logistics, driving operational special projects, overseeing digital/web enhancements, and ensuring cross-functional alignment between leadership, product, engineering, and finance teams. The ideal candidate brings a blend of administrative excellence, systems-level thinking, and project management rigor to keep complex organizational initiatives moving smoothly from concept to execution.

ESSENTIAL DUTIES AND RESPONSIBILITES

Executive Operations & C-Suite Support

• Serve as the primary operational partner to C-suite executives, managing complex, fluid calendars, priority inbox triage, and multi-leg domestic and international travel logistics.
• Plan, facilitate, and document executive leadership meetings, board of directors' sessions, and cross-departmental standups, ensuring action items are tracked to completion.
• Draft, edit, and proofread executive communications, technical reports, presentation decks, and strategic briefs for internal and external stakeholders.
• Handle high-level corporate event planning, including executive retreats, team offsites, board meetings, and client hospitality functions.

Website Maintenance & Digital Operations

• Serve as the administrative liaison for digital touchpoints, supporting website enhancement initiatives and content updates in collaboration with design and development teams.
• Organize digital assets, gather site update requirements, review staging environments for quality control, and track web development project timelines.
• Coordinate external agency partners, freelance developers, and internal technical staff to ensure web deliverables match corporate branding and functional specifications.

Special Projects & Workflow Optimization

• Lead high-priority operational projects from initial scoping through final rollout and post-launch evaluation.
• Evaluate existing administrative and business processes, identifying bottlenecks and implementing streamlined Standard Operating Procedures (SOPs).
• Leverage modern productivity platforms, workflow automation, and AI tools to eliminate manual administrative overhead across departments.
• Coordinate cross-functional deliverables across engineering, product, marketing, and finance teams to ensure key company milestones stay on schedule.

Financial & Vendor Administration

• Oversee executive expense management, invoice processing, and departmental budget tracking utilizing enterprise tools (e.g., SAP, Concur).
• Manage vendor contracts, procurement tracking, billing reconciliation, and third-party administrative relationships.
• Perform financial data reconciliation, audit reviews, and budget forecasting support for executive reporting.

JOB KNOWLEDGE & QUALIFICATIONS

REQUIRED QUALIFICATIONS

• Experience: 4+ years of experience in high-level Executive Support, Operations Management, Project Coordination, or Systems Analysis within a fast-paced environment (tech, fintech, or corporate operations preferred).
• Executive Administrative Mastery: Demonstrated expertise in C-suite calendar management, board relations, event planning, and complex travel coordination.
• Project Management Skills: Proven ability to manage roadmaps, track project metrics, lead cross-functional initiatives, and hold teams accountable to deadlines.
• Technical & Web Aptitude: Proficiency with Google Workspace/Microsoft 365, enterprise ERPs (SAP/Concur), productivity tools, and familiarity with content management systems (CMS) or web development workflows.
• Communication & Discretion: Exceptional written and verbal communication skills, with a proven track record of handling sensitive financial, legal, and strategic data with absolute confidentiality.
• Problem-Solving: Strong analytical mindset with the ability to translate executive vision into actionable operational tasks.

PREFERRED SKILLS & QUALIFICATIONS

• Administrative & EA Focus:

• Experience supporting C-Suite Executives (CEO, COO, CTO) or Managing Directors.

• Formal training or mastery in executive calendar architecture, priority management, and executive meeting governance.

• Proven experience planning multi-day offsites, board meetings, and high-visibility corporate events.

• High emotional intelligence (EQ) with strong executive presence and vendor negotiation skills.

• Web & Design Tools:

• Familiarity with web management and design prototyping platforms (e.g., WordPress, Webflow, Figma, Canva) or managing technical web tickets.

• Project & Process Methodologies:

• Background or certification in Agile/Scrum (e.g., CSM, PMP) or systems analysis.

• Experience facilitating ceremonies or standups across offshore and domestic multi-disciplinary teams.

• Financial Acumen:

• Background in Project Accounting, Financial Analysis, or managing multi-departmental expense accounts.

• Education:

• Bachelor's degree in business administration, Communications, Political Science, or a related field.

Benefits:

Medical, Dental, Vision paid 100% by Facility

3% Retirement match

Life Flight & Airlift NW Insurance

PTO

EIB

Employee Assistance Program

Local Discounts

Ferry County Health provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age (age 40 or older), sex (including pregnancy, gender identity, and sexual orientation), national origin, disability status, genetics, protected veteran status, or any other characteristic protected by federal, state or local laws.