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Administrative Support Jobs in Renton, WA

UAMLID-Office Administrator D - U06-Office Administration

Lancesoft

Renton, WA

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JOB DETAILS
SKILLS
Administrative Skills, Billing, C-Level Management, Calendar Management, Catering Services, Communication Skills, Conflict Resolution, Corporate Policies, Detail Oriented, Establish Priorities, Executive Assistant Skills , Expense Reporting Software, File Maintenance, Government, Government Relations, Leadership, Logistics, Manage Agenda, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Product Family, Microsoft SharePoint, Microsoft Word, Office Management, On Site Support, Operational Support, Organizational Skills, Presentation/Verbal Skills, Process Improvement, Project/Program Management, Proofreading, Purchasing/Procurement, Reconciliation, ServiceNow, Sustainability, Team Player, Time Management, Travel Planning, Vendor/Supplier Management, Willing to Travel, Writing Skills
LOCATION
Renton, WA
POSTED
5 days ago
Job Description: Regular and predictable attendance is required
Work statement is a non-managerial role, non-leadership role.
The Executive Office Assistant provides high-level administrative and operational support to the Vice President of Global Sustainability Engagements and Partnerships and the broader team. This role is responsible for managing complex calendars, coordinating global travel and expenses, organizing senior executive, government, and customer visits, and enabling seamless cross-time-zone collaboration. The ideal candidate is highly organized, proactive, collaborative, discreet, and proficient with Microsoft Teams and Concur.

Position Responsibilities:
Manage complex, multi-time-zone calendars for the Vice President and select team members, including scheduling, prioritization, conflicts resolution, and routine calendar maintenance.
Coordinate all aspects of domestic and international travel: itineraries, bookings, visas, ground transport, accommodations, meeting logistics, and pre-travel briefing materials.
Prepare, submit, and reconcile travel expenses using `Concur` in accordance with corporate policy;follow up on outstanding reimbursements and audit requests.
Plan and facilitate executive-level visits, including senior executive briefings, government delegations, and customer engagements:
Venue selection and logistics
Agenda development and distribution
Coordination with security, facilities, and catering
On-site support and point-of-contact during visits
Serve as a primary organizer for internal and external meetings, workshops, and virtual events using `Microsoft Teams`:
Schedule meetings across multiple time zones and regions
Prepare materials, manage participant lists, and ensure proper meeting setup and recording as needed
Draft, proofread, and format correspondence, presentations, briefings, and reports for executive review.
Maintain confidential files, contact lists, and key documents;ensure secure handling and retention per policy.
Act as a liaison between the VP s office and internal/external stakeholders, routing requests, escalating issues, and tracking follow-ups to resolution.
Support team project logistics and administrative tasks, including expense and invoice coordination, purchase requests, and vendor communications.
Track and manage deadlines, action items, and deliverables from meetings and executive engagements;proactively remind and escalate as needed.
Contribute to process improvement of administrative workflows and tools to increase efficiency and consistency across the office.

Required Skills:
5+ years of executive support or senior administrative experience supporting C-level or VP-level leaders (or equivalent).
Demonstrated experience coordinating senior executive, government, and customer visits and events.
Proven ability to manage complex, multi-person calendars across multiple time zones.
Experience with travel management and expense reporting systems, specifically `Concur`.
Proficiency with `Microsoft Teams` and the Microsoft 365 suite (Outlook, Word, Excel, PowerPoint).
Strong organizational skills with excellent attention to detail and accuracy.
Exceptional written and verbal communication skills;professional demeanor for interfacing with senior leaders and external stakeholders.
High level of discretion and experience handling sensitive and confidential information.
Ability to prioritize competing demands, work independently, and exercise sound judgment in a fast-paced environment.
Flexibility to work occasional early mornings, evenings, or weekend hours to accommodate global time zones and high-priority events.
Authorization to work in the U.S. And ability to commute to Renton, WA as required.

Preferred Skills:
Prior experience supporting a sustainability, government relations, corporate affairs, or partnerships function.
Experience coordinating logistics for international delegations and familiarity with visa and protocol processes.
Familiarity with corporate procurement, invoicing, and vendor management processes.
Basic project management skills and experience with workflow or ticketing tools (e.G., ServiceNow, SharePoint, Asana).
Bachelor s degree or equivalent combination of education and relevant experience.
Professional certification(s) in administrative support or office management (preferred but not required).

About the Company

L

Lancesoft

We are a $125 Million, NMSDC-certified Minority & Woman owned Workforce Solutions Company headquartered in the DC metro area with presence across US with global presence - Canada, Mexico, India, UK, Malaysia, Indonasia, Hongkong, Singapore, UAE. We are specialized in providing Workforce Solutions, SOW project delivery, Engineering Solutions, Creative Services. We currently support 100+ Fortune companies globally and across multiple industry segments. We are currently supporting several massive programs across industry segment nationally/globally (Intel, Ally, AMD, QUALCOMM, Morgan Stanley, Kraft/ Mondelez, MNP, Amdocs, Dell, SanDisk, Medtronic, Becton Dickinson, GE, Lockheed Martin, UTC, L-3 Communications, Caterpillar, BMW, Mercedes Benz, National Grid, Dominion, Energy Future Holdings, PSEG, 3M, Fidelity, Aetna, Humana, Johnson & Johnson, Pfizer, Merck etc). 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, identity, national origin, disability, or protected veteran status.

COMPANY SIZE
2,000 to 2,499 employees
INDUSTRY
Staffing/Employment Agencies
FOUNDED
2000
WEBSITE
http://www.lancesoft.com/

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