An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
Internal Operations Coordinator and Executive Assistant Trinity Energy - 3.6 Snohomish, WA Job Details Full-time $56,703.87 - $68,288.53 a year 15 hours ago Benefits 401(k) Paid time off Qualifications Confidential information handling Inventory management Spreadsheets Executive administrative support Smartsheet Vendor relationship management Contracts Managing projects Certified Notary Public Productivity software
Full Job Description Job Description:
Heavy project management and coordination of internal operations: running the initiatives that come out of meetings, owning timelines, chasing down the people who owe deliverables, and making sure the CFO always knows where every open item stands. Also includes some traditional executive support functions including travel, leadership meeting prep, etc. You will sit in on many of the company meetings, taking notes, pulling out the action items, and then make sure they actually happen. When something is drifting, you'll be the one who notices first and says so. This is a good fit for someone who has outgrown a pure EA role and wants project ownership, or for an operations coordinator who wants a seat at the table where decisions get made. It's a poor fit for someone who wants to do only one of those two things. We're a small start-up team, so the work is broad by necessity. You'll also be the person who keeps the office running. What you'll do Meetings, notes, and follow-through Attend cross-functional meetings; capture decisions, action items, owners, and deadlines Turn notes into clear action registers and circulate them same-day Follow up directly with owners across the company on open items, including people more senior than you Send the CFO a running status on every open workstream, in a format they can scan quickly Flag risks and slipping timelines early rather than reporting them after the fact Project and initiative management Drive internal operations initiatives end to end: systems implementations, process rollouts, policy updates, etc. Build and maintain project plans, timelines, and ownership charts; run recurring status meetings Coordinate across operations, engineering, vendors, customers, finance, HR, legal, and other team members to keep dependencies from stalling work Write status updates, briefing memos, and summaries for the CFO and the executive team Office and operations management Run day-to-day office operations: supplies and inventory, facilities, building management, and IT coordination Manage vendor relationships and contract renewals, negotiating terms in coordination with the CFO Plan company events, offsites, all-hands meetings, and training sessions end to end, including venue, catering, and materials Coordinate onboarding logistics for new hires and maintain employee records alongside HR Prepare and submit expense reports, code invoices for the finance team, and track spend against budget What we're looking for Required 5+ years supporting senior executives, managing operations, or a combination of both Demonstrated project management experience: you have run and successfully completed initiatives, not just tracked them Excellent written communication; you can turn a messy hour-long discussion into a half-page summary a busy executive will actually read Comfort holding senior people accountable to deadlines, diplomatically and persistently Sound judgment with confidential financial and personnel information Advanced Excel, Word, and PowerPoint skills, plus fluency in a project tool such as Asana, Monday or Smartsheet Experience managing vendors and coordinating company events Able to work from our Snohomish office on a hybrid schedule Nice to have Experience supporting HR administration — onboarding, employee records, benefits enrollment Startup or high-growth experience where the process didn't exist until you built it Notary commission, or willingness to obtain one
