Business Support And Administrative – Executive Administrative Assistant 3 - HonorVet Technologies

Title: Executive Administrative Assistant 3

Location: Redmond, WA 98052-Onsite 

Duration: 18 Months 

Summary:
The main function of an Executive Administrative Assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office.

Job Responsibilities:
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare invoices, reports, memos, letters, financial statements, and other documents.
• File and retrieve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare agendas and make arrangements for committee, board and other meetings.

Skills:
• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Ability to work independently and manage one’s time.
• Ability to keep information organized and confidential.
• Basic mentoring skills necessary to provide support and constructive performance feedback.
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

Education/Experience:
• High school diploma or GED required.
• 5-7 years experience required.
• Experience working with executives highly preferred.

Qualifications Required Qualifications:
5+ years Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, calendar management, and administration work for executive/upper-level management. 3+ years of experience with Microsoft Outlook, Word, Excel, PowerPoint. 2+ years supporting an executive in a face-paced, corporate environment. 

Responsibilities: Calendar Management: Provides strategic calendar management and time planning support for managers and additional team calendars when needed. Manages calendar, meeting preparation, and logistics based on knowledge of manager and business needs. 

Travel Management: 
Manage domestic and international travel scheduling end-to-end including the proactive anticipation of logistics and itineraries.  
Works with appropriate contact/tool to coordinate travel arrangements (e.g., accommodation, transportation, security). 
Creates detailed itineraries/agendas for daily activities by setting and managing travel expectations to maximize trip productivity. Manages all travel logistics and maximizes trip itineraries. 

Expense Report Management: 
Process expense reports in a timely manner, as well as interim approve their Directs’ expense reports in compliance with all Microsoft policies. 
Headcount Management: manages headcount management activities in collaboration with Business Manager(s) and/or Chiefs of Staff including creating positions, transfers/departures, reporting, offboarding, and transactions within headcount management tools. 
Recruitment, Onboarding/ Offboarding: Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure an effective process. Supports intern and university recruitment for the broader organization (e.g., planning, placement). Lands and delegates onboarding activities (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups) and provides support to new employees, vendors, and interns as an essential contact for questions and company information. Provides high-level support for a seamless executive onboarding experience. 
Budget management, including creating Purchase Orders, and tracking spend in partnership with the Chief of Staff: Owns expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance. 
Rhythm of Business (ROB): Partners with leader(s) to building and managing annual rhythm of business (ROB). 
Morale: Own the team morale budget and planning. 
Meeting/Event Support: Manage end-to-end logistics for team meetings and offsites, which include meeting logistics (booking space and catering), and material preparation.