Job Description

Job Title: Executive Assistant-III

Location: Bellevue, WA 98006 (On-site)

Duration: 4 months

Description :

Relieves the Sr Director, Corporate Events, Sir Director, Chief of Staff, Data & AI, and backfill to EVP Executive Assistant for administrative type functions , internal event coordination , and fulfilling team health and reward and recognition moments on behalf of the executive in order to increase the time an executive has available for executive level responsibilities.

Responsibilities:

• Support senior leader by performing advanced-level administrative work of complex nature including planning, coordinating, organizing and producing work that requires a high level of discretion and confidentiality.
• Manage executive's schedule, arranging appointments, travel, meetings, conference calls , etc.
• Execute special or continuous research and data analysis tasks .
• Analyze problems, determine approach, compile and analyze data and prepare reports and recommendations.
• Coordinate activities between departments and outside parties .
• Contact company personnel at all organizational levels to gather information on behalf of executive.
• May communicate on behalf of executive, must be able to determine most appropriate method of communication by assessing situation and applying judgement.

What does a typical day look like? (daily tasks)

• Mostly managing calendar (booking and re-landing current meetings, securing and negotiating conference rooms), ordering and delivering lunch, coffees, etc., managing email inbox and/or drafting communications), supporting team meeting materials (agendas or slides in PPT).
• Working with suppliers to create custom swag, reward and recognition gifts and celebrations, planning team offsites, happy hours, dinners, etc., and taking on project management elements, and pitching in to support department-wide events.
• Flexible/adaptable (comfortable with change), professional, trustworthy and doesn't overshare, friendly and can serve as a confidant, doesn't take things personally or is overly sensitive, polite and kind, detail-oriented and extremely organized.
• May handle a wide variety of situations and conflicts involving the administrative functions, event coordination, and project management operations of the office.
• Responsible for confidential and time sensitive material.
• Prepares routine schedule, briefing materials, and correspondence including monitoring email inbox, calendar management, booking travel, expense reports, and project management suppor t.
• Familiarity with a variety of the field's concepts, practices, and procedures.
• Relies on experience and judgment to plan and accomplish goals.
• Will frequently collaborate with and lead the work of others.
• Will report to the Sr Director, CoS, Data and AI.
• Is expected to bring a high level of executive presence, professionalism, judgement, and ability to work through ambiguity.

Preferred background/prior work experience?

• Executive assistant with 5-10 years' experience to leverage past experience and judgement but also motivated to learn and potentially viewing the role as an opportunity for growth pending succession plans.

Must Have:

• At least 5 years relevant experience required.
• Project management and event planning tasks (working with vendors and suppliers to build swag, gifts, book reservations, book event space, coordinate details, order catering, flowers, etc.).
• Technology Requirements (I.E Programs, systems, etc) Microsoft applications (Outlook, Word, PowerPoint, Excel), Navigating PowerBI Dashboards.
• Is driving a requirement for this assignment? Yes
• High school diploma or equivalent

About Us: Established in 2004, SPECTRA FORCE ® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRA FORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at:

Benefits: SPECTRA FORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRA FORCE provides unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRA FORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.

California Applicant Notice: SPECTRA FORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.

LA County, CA Applicant Notice: If you are selected for this position with SPECTRA FORCE , your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.

At SPECTRA FORCE , we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position's starting pay is: $44.21/hr.

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