Executive Assistant & Project Coordinator

Job Description:

Provide highly organized, proactive, and professional support for the operations of our trust company, which functions within a dynamic legal environment. This role requires a detail-oriented and versatile individual with expertise in executive-level support, strong communication skills, and proficient data management. The ideal candidate will be comfortable supporting multiple stakeholders, managing sensitive information, coordinating governance functions, and contributing to projects across several business units, including marketing, client intake, and administration.

ESSENTIAL FUNCTIONS

These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation.

General Support

• Provide high-level administrative support to executive leadership (primarily the President & Chief Executive Officer and Chief Trust Officer & Executive Vice President) within the trust company.
• Manage complex calendars, scheduling, travel arrangements, expense reports, and meeting logistics using multiple software programs.
• Act as a point of contact for internal and external stakeholders.

Governance & Compliance

• Prepare and coordinate board and committee materials, including agendas, resolutions, and minutes.
• Ensure compliance with internal governance processes and document retention policies.

Data Management &Reporting

• Maintain accurate data records in trust and client management systems.
• Assist with reporting, document control, and information tracking across departments.
• Support client intake and onboarding processes.

Project Coordination & Support

• Provide administrative and logistical support for internal and client-facing projects.
• Coordinate cross-functional efforts between APCTC teams and legal, compliance, and marketing departments.
• Track timelines, deliverables, and action items for assigned projects.

Marketing & Business Development Support

• Assist in preparing presentations, proposals, and marketing materials.
• Provide logistical support for client events and other marketing initiatives.

Meetings & Communication

• Schedule, coordinate, and prepare materials for internal and external meetings.
• Attend meetings, take minutes, and follow up on action items.
• Ensure timely and effective communication across stakeholders.
• Perform other related duties as assigned.
• Be present during regularly scheduled working hours and as needed in the position, consistent with attendance expectations.

SPECIFIC SKILLS REQUIRED

• Possesses exceptional organizational and multitasking strengths, with a proven track record of managing time efficiently.
• Works autonomously and proactively in fast-paced environments, demonstrating a strong sense of initiative.
• Is articulate and professional in both written and spoken communication, with a proven ability to collaborate effectively across all levels of an organization.
• Demonstrates high attention to detail with strong data management and documentation skills.
• Has experience with governance support (board packages, resolutions, minute-taking, etc.).
• Possesses proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), including strong skills in document formatting and Mail Merge; intermediate capabilities with Excel tasks, including formulas, pivot tables, and data analysis; and demonstrated command of Adobe Acrobat, with proven ability to create, edit, and manage PDF documents to support efficient workflow and documentation processes.
• Has experience in using document management systems and coordinating workflows.
• Is adept at managing projects and supporting various stakeholders simultaneously, and exhibits an elevated degree of discretion and professionalism, especially in handling confidential information.

SPECIFIC SKILLS PREFERRED

• Familiarity with legal and governance documentation standards. Exposure to customer relationship management (CRM) or document management systems.
• Requires a willingness and interest in obtaining and developing knowledge of the trust and investment process.

EDUCATION & EXPERIENCE

• Requires a bachelor's degree (or equivalent combination of education and experience) and 5 to 7+ years of experience in an executive assistant, legal assistant, or similar role, ideally within a trust company, legal, or financial services environment.

This position is eligible for an annual discretionary bonus, 401(k) plan, medical, dental, and vision insurance, accrued paid time off plan starting at 20 days annually, personal medical and parental leave, up to 10 paid holidays, and family care benefits. More information regarding benefits and programs may be found here.

This position may be filled in the following location(s). The listed compensation range reflects the typical pay for this role, though it is rare for new hires to receive an offer at the top of the range. Actual compensation may vary depending on experience, skills, market conditions, and internal equity.

Washington state compensation range: $75,390 to $112,020 annually