Senior Executive Assistant at Clise Properties Senior Executive Assistant at Clise Properties in Medina, Washington Posted in 5 days ago.
Type:
full-time
Job Description:
About us Now in our fourth generation of leadership, the Clise Family's legacy of innovation lives on as we remain dedicated to driving the Puget Sound's future forward, creating vibrant spaces to live, work, and gather. Managing over 2.3 million square feet, we take pride in our responsive service and dedication to our extended family of more than 500 tenants, and our commitment to delivering an exceptional real estate experience. Salary Range Full-Time Exempt $100,000
- $135,000 Annually Position Summary The Senior Executive Assistant provides high-level, confidential administrative and corporate governance support to the Chairman, Chief Executive Officer, Chief Financial Officer, and Executive Leadership Team.
This role serves as a trusted partner to senior leadership, ensuring seamless coordination of executive priorities, corporate governance activities, shareholder matters, and complex administrative operations across multiple corporate entities. The position requires exceptional judgment, discretion, organizational expertise, and the ability to manage competing priorities in a dynamic executive environment. The Senior Executive Assistant works in close partnership with the Chairman, CEO, CFO, Executive Leadership Team, Board of Directors, and key internal and external stakeholders, including legal counsel, auditors, tax advisors, insurance providers, and professional service partners. Key Responsibilities Executive Leadership Support Provide direct, proactive administrative support to the Chairman, CEO, and CFO. Manage complex executive calendars, meeting schedules, travel arrangements, and logistics, including preparation of agendas, briefing materials, and follow-up actions. Draft, edit, and coordinate executive correspondence, reports, presentations, and confidential materials. Serve as a liaison between executives and internal teams, external advisors, shareholders, and professional service providers. Support special projects and strategic initiatives as directed by executive leadership, including executive meetings and events, including bi-annual Family Forums. Corporate Governance & Board Support Own the end-to-end planning, coordination, and execution of all Board of Directors and holder meetings across corporate entities, ensuring a seamless experience from initial planning through post meeting follow up. Prepare, distribute, and track board and shareholder meeting materials, notices, and proxy mailings. Attend board and shareholder meetings; accurately record, prepare, and distribute meeting minutes. Prepare Actions by Written Consent, corporate resolutions, and official governance documentation. Maintain corporate minute books, officer and director records, and annual corporate meeting calendars. Ensure compliance with applicable state regulations and corporate governance requirements. holder & Stock Administration Maintain corporate stock records, ledgers, and shareholder databases. Issue, cancel, and transfer stock certificates; coordinate stock redemptions as applicable. Prepare and distribute shareholder communications, dividend reports, dividend mailings, and redemption documentation. Respond to shareholder inquiries with professionalism and discretion. Coordinate secure access to corporate safe deposit boxes and maintain accurate inventories. Financial, Tax & Insurance Coordination Support the CFO and finance leadership with document preparation, reporting, and executive-level financial coordination. Assist with real estate tax administration, including tracking assessed values, preparing tax reports, coordinating payments, and supporting appeal processes. Serve as a primary administrative contact for corporate insurance programs, including renewals, documentation, premium coordination, and record maintenance. Support lender-required reporting and valuation processes in coordination with finance and external advisors. Records Management & Compliance Maintain and update corporate databases related to stock, properties, insurance, and records retention. Oversee records retention practices, including secure storage, rotation, and archival of corporate files. Ensure confidentiality and integrity of sensitive corporate, financial, and executive information. Qualifications & Experience Minimum of 7-10 years of progressive executive or senior administrative support experience, preferably supporting C-suite and board-level leadership. Demonstrated experience with corporate governance, board support, and shareholder administration. Strong understanding of confidentiality, compliance, and executive-level professionalism. Advanced proficiency in Microsoft Office and database management systems; experience with financial or records databases preferred. Exceptional written and verbal communication skills. Highly organized, detail-oriented, and capable of managing multiple priorities with minimal supervision. Ability to anticipate executive needs and operate effectively in a fast-paced, high-trust environment. Core Competencies Executive judgment and discretion Strategic prioritization and problem-solving Corporate governance support Relationship management and communication Attention to detail and follow-through Adaptability and initiative Physical Requirements Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times (files, office supplies). Benefits Medical, Dental, and Vision 401(K) with company match Life Insurance, Long Term Disability, and Voluntary Life EAP
- Employee Assistance Program Medical and Dependent Care FSA
- Flexible Spending Account Employer-paid Parking Employer-paid ORCA Transportation card 10 1/2 paid Holidays Vacation
- to be determined by experience level Sick
- 56 hours per year EEO Statement Clise Properties is an equal opportunity employer.
We celebrate diversity and are committed to creating an inclusive environment for all employees. This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
