Executive Administrative Assistant

Executive Administrative Assistant at NWPX Infrastructure Executive Administrative Assistant at NWPX Infrastructure in Vancouver, Washington Posted in 18 days ago.

Type:

Full-Time Job Description:

ABOUT THE JOB

The Executive Administrative Assistant serves as an administrative partner to the Chief Executive Officer (CEO) and provides coordinated support to the Board of Directors and the Senior Executive Team at the company's Corporate office. This position requires a high level of judgment, discretion and organizational awareness. It operates with significant autonomy and is expected to anticipate needs, manage competing priorities and facilitate communication across the organization.

ESSENTIAL FUNCTIONS AND MAJOR RESPONSIBILITIES

CEO Support:

Own and manage the CEO's calendar, including arranging for travel and accommodation where appropriate Coordinate and prepare materials for key meetings, including those with the senior executive team, board of directors and other engagements Draft, review and manage executive communications on behalf of the CEO Serve as a central point of contact, ensuring effective flow of information to and from the CEO Anticipate needs of the CEO and proactively address scheduling, logistical and communication challenges Maintain organization of the CEO's documents, records and communications

Board and Senior Executive Team Support:

Coordinate meetings, including agenda development and material consolidation Provide flexible administrative support to Board and Senior Executive Team leaders based on business needs and priorities Support preparation of presentations, reports and updates for internal and external audiences Manage logistics for Board and Executive travel, leadership meetings, offsites and company events Maintain organization of documents, records and communications for the Senior Executive Team as needed Assist the Corporate Secretary with managing shareholder relations, including scheduling of meetings, conference calls and press releases

Corporate Office Operations:

Management and oversight of the Corporate Travel agency and related travel program Serve as the liaison between building management and the Corporate office Manage the corporate credit card for general corporate office expenses Serve as a member of the Corporate administrative team, providing back-up during absences and assisting with significant projects as requested

SECONDARY RESPONSIBILITIES

Assists with scheduling personal appointments and errands as requested. Other duties as assigned, including but not limited to special projects and research assignments.

SUPERVISORY RESPONSIBILITIES

This position serves as a subject matter expert with regard to administrative activities. The position may serve as a lead role, but it does not have direct supervision responsibilities

KNOWLEDGE, SKILLS, ABILITIES

Ability to exercise independent judgement in managing executive schedules and priorities Ability to handle sensitive and confidential information with a high degree of discretion Able to maintain a high level of trust with the CEO and Senior Executive Team Demonstrated strong organizational awareness and understanding of business priorities Able to anticipate needs of the leadership team Able to operate with professionalism, discretion and sound judgement Ability to interact and communicate effectively with a wide array of individuals at all levels of the organization Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Ability to identify and take initiative to resolve issues. Demonstrated ability to thrive in a dynamic, fast-paced environment High level of proficiency with business systems and tools including the Microsoft Office suite (Outlook, Teams, Word, Excel and Power Point).

EDUCATION/EXPERIENCE

High school diploma or equivalent (GED) Associates degree or specialized courses in office management, computer software and/or general business equivalent to 2 years of college. An equivalent combination of experience and education may be substituted for this educational requirement. Minimum of 5+ years of experience providing executive administrative support, preferably to the

CEO. CERTIFICATES, LICENSES, REGISTRATIONS

None

PHYSICAL DEMANDS/WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regular, reliable and predictable attendance is necessary in order to perform the essential functions of this position. Physical Activity Over 2/3 of the time:

Standing/Sit:

Remaining upright in a stationary position, particularly for sustained periods.

Fingering:

Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling to type.

Feeling:

Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.

Talking:

Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.

Communicating:

Expressing or exchanging ideas and information accurately, in written or diagram form.

Hearing:

Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound.

Repetitive motions:

Making substantial movements (motions) of the wrist, hands, and/or fingers such as moving a mouse and typing. Less than 1/3 of the time:

Kneeling/Crouching:

Position self to file documents and open lower drawers as well as to lift boxes and other items.

Climbing:

Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms.

Stooping:

Positions self to lift items off the floor.

Reaching:

Grabbing things from a distance above or from the side.

Walking:

Moving about to accomplish tasks, particularity for long distances or moving from one work site to another.

Pushing:

Using upper extremities to press against something with steady force in order to thrust forward downward or outward.

Pulling:

Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion.

Lifting:

Raining objects from a lower to a higher position or move objects horizontally from position to position.

Grasping:

Applying pressure to an object with the fingers and palm to operate a mouse, phone, computer, and other office machines.

Physical Requirements Sedentary Work:

Exerting up to 10 pounds of force occasionally and/ or a negligible amount of force frequently or constantly lifting, carrying, pushing, pulling or otherwise moving objects, including the human body. Visual Acuity The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

Vision Requirements:

Over 2/3 of the time the worker is required to have: Close vision (clear vision at 20 inches or less) Color vision (ability to identify and distinguish colors) Up to 2/3 of time the worker is required to have: Peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point) Less than 1/3 of time the worker is required to have: Distance vision (clear feet at 20 feet or more) Ability to adjust visual focus (ability to adjust the eye to bring an object into sharp focus) Weather Conditions Over 2/3 of the time the worker is subject to: Inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes (as typical in office or administrative work) Noise Levels Over 2/3 of the time: Moderate noise Less than 1/3 of the time: Quiet conditions Supervision Received The incumbent normally receives little instruction on day-to-day work and receives general instructions on new assignments.