Senior Administrative Assistant, Seattle only - WE Communications

What We Need

Sr. Administrative Assistant because ‘I’ve Got This’ is not a job title.

You enjoy fast-paced environments and multi-tasking is the only work style you know. You are a creative problem solver and are great at thinking on your feet. You have strategic foresight and approach leadership with a point of view. You are objective and discreet with sensitive information, always exercising the highest degree of confidentiality in all aspects of your role. You are diplomatic and have a proven track record of managing a variety of stakeholders with the utmost of professionalism. You are calm under pressure, juggling multiple priorities simultaneously and providing excellent support across the agency.

If this sounds like you, you’re one of us – and we want you!

When you work at WE Communications (WE), you will find compelling work, a strong administrative network, worthwhile and consistent professional development, outstanding benefits and the opportunity to contribute to the Microsoft Account Team. WE values those who share our passion and belief in the power of change, discovery, and innovation. We invest in our future by creating a fun and inclusive workplace full of creative, skilled, curious, and enthusiastic people. We are all in this together!

Please note this role is open in our Bellevue, WA office only. 

What you'll be doing

• Dedicated team support of/partnership with one or more sr. executives (SVP+) for a specific account managing the day-to-day administrative tasks and meeting/exceeding expectations with the team for levels of service
• Strong organizational skills managing executive’s calendar, keeping the executive apprised of itinerary, action items, messages and relevant internal and external business issues. Make appropriately informed decisions around the executive’s available time mapping to key goals and/or business priorities
• Lead meeting coordination, including conference call details and logistics, meals and supplies; also attend and recap/capture action items for team leads as requested
• Own/manage scheduling meetings and events, including coordinating conference rooms, room layout/tech/supplies, meals; coordinate dinners, lunches and events for team and clients/influentials, managing all details
• Support/manage logistics information for press tours, new business presentations, including directions, call-downs and verification, catering, transportation and as needed, confirming meetings with editors directly – as applicable to team needs
• Coordinate travel for senior team members with Travel Services representative, including itineraries
• Timely timesheet and expense report management for the team including entering timesheets on behalf of senior team members (as determined by Sr. EAs); and track respective billable/non-billable hours and inputs into the time and activity system each week; process senior team members’ expense reports
• Working knowledge of MS Office Suite specifically drafting, editing and formatting reports and materials as directed in software applications. Inputting and formatting correspondence including memos, trip reports, itineraries, status reports and more. Includes knowledge of Teams, Word, Excel and PowerPoint
• Create and format documents electronically including letters, memos, trip reports, itineraries, status reports, presentations (PowerPoint), spreadsheets (Excel) and other related documents
• Own/manage confidential files for executive, including employee performance evolutions, e-mail and other agency/client related information.
• Run business errands as needed and appropriate including trips to printing companies to deliver/pick up projects; pick up meals for meetings; special items needed for meetings; and office supplies
• Proactive and strategic mindset that anticipates the executive’s and/or team’s needs using a strategic business lens that considers the agency’s business and how the executive’s work fits in. Ensures that requests for action or information are relayed to the appropriate person when the executive is out of the office
• Delegate and solicit the help of others drawing on agency resources for best practices including other support staff, service teams etc. 
• Model the executive’s high level of customer service to both internal and external clients
• May include reporting items, e.g., pulling, and analyzing reports on budgets, timesheet compliance, utilization, staffing allocations.
• May provide overflow/back-up support for other NA Admins

What you've been able to accomplish

• Experience preferred: 3-5 years equivalent level of experience, preferably in a similarly fast-paced and demanding environment
• Drives day to day work independently and proactively
• Ability to accurately keyboard at 60+ wpm
• Proficiency in MS Word, Excel, Outlook and PowerPoint is required
• Skilled in working in a team environment
• Ability to be objective and discreet with sensitive information
• Ability to delegate appropriately
• Ability to demonstrate a high degree of professionalism
• Ability to manage high levels of stress
• Ability to receive and provide constructive feedback
• Ability to work through conflicts and coaching
• Ability to work in a team setting with diverse personalities
• Ability to work independently with little to no supervision
• Excellent grammatical, editing and proofreading skills
• Excellent organizational and prioritization skills
• Possess excellent oral/written and interpersonal communication skills
• Ability to make sound decisions in the moment and while under pressure, with the utmost of kindness and respect for others
• Professional voice/appearance
• Strong sense of professional savvy and ability to exercise accordingly

About Us

WE Communications:

WE is one of the largest communications and integrated marketing agencies in the world. We’re independent, we’re all about our people — both our clients and our employees — and we believe in the power of communications to move audiences to positive action. 

For more than 30 years, we have been helping translate complex innovations into powerful, persuasive stories. Our sector expertise across key verticals — including technology, healthcare, consumer, and brand purpose — translates into insights and strategies that are informed, current and credible.

We work with companies that are embracing the ever-evolving digital world to reinvent themselves, to deliver new value to their customers or reach them in new ways and ultimately improve people’s lives.

Your Salary: 

The target range of base salary in all locations within the United States for this role is $47,000 - $56,000 per year. Actual salary is influenced by a wide array of factors including but not limited to business needs, level of responsibility, skill set, level of experience, and geographical location. 

Benefits: - Comprehensive benefits program including medical, dental, and vision coverage - Generous time off including PTO, holidays, annual wellness break, summer Fridays and personal days - 401k plan including company match and financial wellness support - 16 weeks of paid parental leave for all employees 

- 22-24 weeks paid parental leave when coupled with Short-term disability 

- 2 weeks caregiver leave - Support with home office equipment - Bi-annual Wellness Credits - Monthly Technology Credit (to offset internet / phone costs) - Community Engagement Days - Learning and Development Programs for our employees 

#LI-DF1

#LI-Hybrid   

Equal Opportunity: WE provides equal employment opportunity and does not discriminate against an employee or applicant because of age, race, color, religion, gender, national origin, veteran status, disability, sexual orientation, gender identity or expression, marital status, or other legally protected class status.

Diversity and Inclusion: WE values a diverse and inclusive workforce and is committed to creating a workplace where everyone thrives. We promote an atmosphere in which diversity of people and ideas are welcomed and valued. Diversity includes differences in race, religion, gender identity or expression, age, lifestyle, ethnic background and sexual orientation as well as differences in experiences and ideas.

Beginning April 2024, North America employees will be required to come into the office 3 days a week.