Executive Assistant for President of PR firm

Job Title:  Executive Assistant

 

Description

We are seeking a strong, experienced administrator who needs minimal supervision and enjoys supporting a fast-paced Executive.  This job provides confidential and complex administrative support to the president & CEO of a growing, dynamic, Seattle-based public relations and public affairs firm with world-class clients.  We work hard, have fun and deliver exceptional results for our clients.

 

Summary of Key Responsibilities

Responsibilities and essential job functions include, but are not limited to, the following:Anticipates Executive?s needs, providing the highest level of proactive support.  Applies strategic business thinking to support Executive, understanding the agency?s business and the Executive?s role.Effectively represents Executive in communications with others and independently acts as a liaison between Executive team members, clients and media.Models the Executive?s high level of customer service (to both internal and external clients).Manages Executive?s calendar.  Must be flexible and able to manage a constantly changing schedule.  Makes appropriate, informed decisions regarding Executive?s available time.  Makes recommendations on scheduling to support key goals or business priorities.Screens Executive?s incoming calls, e-mail correspondence and interoffice materials; determines priority and responds appropriately.  Makes recommendations regarding appropriate action and follow-up.  Keeps Executive apprised of itinerary, action items, messages and relevant business issues, both internal and external.Reads, processes, prioritizes and organizes Executive?s e-mail, using solid judgment.  May compose messages/reply to receiver on behalf of Executive.Creates detailed organizational and filing systems, processes paperwork and expense reports, prioritizes, distributes, and acts on Executive?s mail.Maintains confidential files for Executive, including employee performance evaluations, e-mail and other sensitive information.Creates and formats documents electronically, including letters, memos, itineraries, status reports, presentations (PowerPoint), spreadsheets (Excel) and other related documents.  Photocopies articles, project materials and other related paperwork and support documentation.  Organizes and schedules meetings (from small to complex), business travel, conferences and team activities.  May take meeting minutes, arrange for audiovisual equipment and set up meeting facilities.  Performs errands as needed.Manages all travel arrangements for Executive Staff.  Manages multi-destination travel involving key contacts in a variety of organizations and settings.  Ensures that details of all trips are clearly outlined.Acts as key contact for/to Executive while Executive is out of office or traveling.  Facilitates day-to-day contact via e-mail and phone on Executive?s behalf.  Understands the deadline-driven and detail-oriented nature of firm?s business in order to provide value-added service and enhance the firm?s relationships.Exercises high degree of professionalism and confidentiality in all aspects of role.  Effectively represents Executive in all communication with internal and external clients.Greets clients & visitors; ensures that reception and kitchen areas are neat and tidy.Is available to work extended hours and some weekends as necessary.Provides personal assistance to Executive for private life details.

 

Qualifications

Summary of experience:

 

? High school education with a preference for two to four years of university and/or trade school, and 5+ years other administrative training in business, office administration or secretarial services

? Four to seven years? equivalent level of experience, preferably in a similar fast-paced and demanding environment

? Proficiency in MS Word, Excel, and PowerPoint is required.  High level Outlook and complex calendaring experience. TimeSlips experience a plus

? Extremely organized and detail-oriented with strong project and time-management skills

? Exceptional written, verbal and interpersonal communications skills

? Excellent grammatical, editing and proofreading skills

? Motivated self-starter with positive attitude

? Ability to deliver excellent customer service and demonstrate a high degree of professionalism

? Ability to handle confidential and sensitive information

? Strong analytical, problem-solving and teamwork skills; able to effectively prioritize projects and manage expectations

? Solid judgment with high standards of accuracy, responsiveness, integrity and discretion

? Ability to work well under deadlines and in high-pressure situations

? Ability to define and manage several projects simultaneously; great follow-up skills

? Database experience and Web-savvy

? Able to develop and maintain efficient organizational systems

? Advanced knowledge of office procedures and general office equipment

? Must have reliable transportation

? Ability to work in a team setting, and receive and provide constructive feedback

? Working knowledge of office and administrative procedures, including office machines and computer hardware/software

? Professional voice and appearance matching executive presence

? Physical ability to move throughout office areas, sit for long periods of time, answer telephone, interact with persons and keyboard

? Sense of humor (we like to work hard AND have fun)

 

About Nyhus

Our mission is to passionately connect business, government and the community to improve people?s lives and the way we live.  The Nyhus team works closely with clients to develop and implement a wide variety of strategic and effective public relations and public affairs solutions.  Our clients include leaders in real estate development, hospitality, senior living, and public-private partnerships.  Our team embodies the highest level of integrity and excellence in creative and innovative solutions.  Additional information about Nyhus is available at www.nyhus.com.

 

Location:   Downtown Seattle

Schedule:  Full-time

Reports To:  Office/Human Resources Manager

Posting Date: Open

Apply By: ASAP

 

Salary DOE in addition to incentive compensation

 

Send resume and cover letter to careers@nyhus.com .