Administrative Skills, Administrator Documentation, Billing, Board Meeting, Calendar Management, Catering Services, Communication Skills, Cross-Functional, Executive Assistant Skills , Leadership, Logistics, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Multitasking, Operational Support, Operations Management, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Reconciliation, Strategic Planning, Support Documentation, Time Management, Travel Planning, Writing Skills
Executive Assistant
Remote - Vancouver, WA 98684
Overview
Position Type Full Time Job Shift Day
Executive Assistant
Position Summary
The Executive Assistant provides high-level administrative and operational support to the Executive Leadership Team (ELT), ensuring seamless coordination of executive priorities, communications, travel, meetings, and strategic initiatives. This role serves as a trusted partner to senior leadership and requires exceptional professionalism, discretion, organization, and judgment in handling highly confidential business and personnel matters.
The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and effectively manages competing priorities while maintaining a high level of accuracy and responsiveness.
Key Responsibilities
- Coordinate travel arrangements for the Executive Leadership Team, including flights, hotels, ground transportation, itineraries, meeting schedules, and travel changes
- Manage executive calendars and scheduling across multiple time zones, balancing shifting priorities and business demands
- Organize and coordinate Board of Directors meetings, executive meetings, leadership offsites, and company events, including logistics, meeting materials, agendas, catering, and venue coordination
- Prepare detailed travel itineraries, executive schedules, and meeting coordination documents to support efficient executive operations
- Handle sensitive and confidential business information with the highest level of discretion and professionalism
- Coordinate expenses, invoices, travel reconciliations, and administrative documentation for executive leadership
- Assist with special projects, executive initiatives, and cross-functional coordination as needed
- Build strong working relationships across departments, vendors, partners, and external stakeholders to support executive operations
Qualifications/Experience
- 3+ years of executive administrative support experience, preferably supporting senior leadership or executive teams
- Strong experience coordinating complex travel and executive logistics
- Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously
- High level of professionalism, discretion, and confidentiality
- Excellent written and verbal communication skills
- Advanced proficiency in Microsoft Office Suite, Outlook, Teams, PowerPoint, and travel/calendar management tools
- Ability to work independently, anticipate needs, and adapt quickly in a fast-paced environment
- Experience supporting executive meetings, leadership events, and Board of Directors activities preferred